Agents

Agents take on tasks that need several steps, such as researching, checking a document, analyzing a spreadsheet or writing a text, and at the end they deliver a finished file instead of a chat answer. Unlike AI Chat, which answers immediately in the conversation, an agent works through the task step by step with several tools and hands you the result to download. Your team consists of six specialized agents (for document analysis, web research, writing, image analysis, project planning and data analysis) plus a team lead who coordinates several of them on tasks with multiple parts. For everyday questions without research, the general assistant Alex answers.

Best for: analyzing a contract or a tender, producing market or competitor research, analyzing and visualizing an Excel or CSV spreadsheet, turning minutes or a recording into a structured document.

Before you begin

• Agents must be enabled for your organization. Datenmassiv AI does this, not your own administrator. If the feature is not active, the menu item shows a notice; contact your contact person at Datenmassiv AI.
• Using agents requires no additional permission: every role may assign tasks, attach files and access your knowledge bases.
• If you want to use Microsoft documents, your Outlook mail or your Outlook calendar, your organization must have set up the integration and you must have connected your own Microsoft work account.

Assign a task

1. In the sidebar, click Agents.
2. Describe your task in the input field. The more context you give (industry, target audience, desired format), the better the result. Alternatively, click Show templates and choose a ready-made template; if it has placeholders, fill in the form that opens and confirm it with Apply.
3. Optional: attach up to 10 files with the paper clip icon (Attach file): PDF, Word, Excel, CSV, text or Markdown, as well as images (JPG, PNG, WEBP, GIF). Each file may be at most 50 MB.
4. Optional: turn on Microsoft 365 if the agent should read your shared SharePoint or OneDrive documents, your Outlook mailbox or your Outlook calendar for this task.
5. Press Enter or click the arrow icon (Send message).

Before sending, you can remove an attachment again with Remove file. The file only disappears from the input once it has also been removed from storage. If removing it fails, the attachment stays visible; try again. Unused uploads are also cleaned up automatically; the retention periods also apply when you close the window.

Microsoft 365 is off at first for every new task. The selection uses your personal Microsoft connection: documents only from libraries that your organization has shared and that you yourself may read, emails only from your own mailbox if you have allowed Outlook reading, and appointments only from your own calendar if you have allowed calendar reading. If a prerequisite is missing, the link shown takes you to Integrations → Microsoft 365. For tasks with several parts, the agents that Leo assigns can also read your Microsoft sources. The agent only reads. It cannot send or change emails, and it cannot create or respond to appointments; if you want a reply email, you get it as a draft. Once the agent has searched your Microsoft sources, it no longer searches the web in this task, so it fetches current information from the internet beforehand or in a separate task. Follow-up questions know your earlier questions but not the earlier answers; the agent reads the sources again for them. The task stays personal.

The system automatically chooses the right agent from your team; for tasks with several parts, Leo as team lead assigns several agents one after another and puts the result together himself. Meet your team → at the top of the overview introduces the six specialists with their capabilities and limits. All knowledge bases you have access to are automatically available as context; you do not need to select them separately.

If your task is not phrased clearly, the agent asks back directly in the conversation. The follow-up question appears as a normal answer in the conversation; the task does not wait for it. Answer it in the input field below the result (Ask a follow-up or start a new task…) with the send icon (Send message), optionally with an attached file. You do not have to set the task again.

After a task with Microsoft sources has finished, you can keep asking in the same conversation. The conversation stays private, and Microsoft 365 stays selected as a source. You choose Microsoft 365 when you start a new conversation; an existing conversation without Microsoft sources cannot be switched over afterwards. Every new task checks the current connection and reads the documents and emails it needs again with your current permissions; earlier answers do not count as freshly checked evidence. If your permissions on a document that has already been read change during the task, the agent cancels the task with a notice. While a Microsoft task is running, additional messages are not available. If your account has been disconnected in the meantime, first reconnect it with the setup link shown. The same model approvals of your organization apply to Microsoft content as to other sources. Under Integrations → Microsoft 365 you see whether AI processing is limited to EU regions or may also use approved global models.

You find earlier conversations and tasks on the overview in the Conversations tab, divided into Active tasks and Completed; clicking a task continues the conversation instead of starting a new one. Runs started by a workflow with an agent step are listed in the Automatic tab.

Templates marked Team let Leo coordinate several agents.

While the task is running

A task starts immediately and runs through without any intermediate approval. There is no plan you have to approve, and no approval for individual actions or for detected personal data. The system decides at the start which tools the agent may use; the audit view later shows them as granted tool permissions. The agent writes nothing to your knowledge bases; it only reads them. If Transcription is enabled, the assistant, the researcher and the planner also search your recordings: your own recordings and those shared with the team, never other people's private recordings.

You follow the progress in the conversation. With Cancel run at the top right and the confirmation Cancel, you end a running task. If your organization's monthly AI quota is used up, the task does not start (see below).

Download a result

For a text answer, you read the result directly on the page. With Copy answer you copy the text; if there are sources, the action is called Copy answer with sources. The copy also includes any notices about restricted sources. The Result from card of the respective agent carries the label Processing completed. Files and emails the agent has read are listed under Microsoft sources of this task: files with their library and recorded modification date, emails with sender and date received. Click an entry to open the original at Microsoft in a new tab. Source numbers stay the same in the display and in the copy; the copy contains the original references as of the answer. Processing completed only means that the run has ended; check in the result whether your question was answered. If the result shows Sources restricted, retrieved content could not be used, or only in part. The notice names the available reason. For a new task, use another source if needed, or have the affected file checked. Check important details in the original; a search hit alone does not prove what a document says.

If the agent creates files, they appear below the text as a button with the file name and a download icon; one click downloads the file. Possible formats are Word, PDF, Excel with formulas, PowerPoint and a calendar file (.ics). Formulas in Excel only calculate with values from the file itself; a formula that queries a web address or another file appears as text in the cell. Images in a generated PDF appear as the notice “[Bild: …]”, not as an image. You see a chart as an image directly in the result and download it with Download below the image. Generated files are kept, even if you later remove the conversation history with Clear history.

Trace how a result came about

Every task has an audit view: a timeline in plain language of what the agent did when and which tools it used. It is meant for data subject requests under the GDPR, audits under the AI Act and traceability in day-to-day business.

1. In the task, open the Technical details section.
2. Click Open audit view: how was this result produced?.

At the top, the view names the agent, start time, duration, number of tools used, external sources and the status of the task. Below it follow the Timeline and the list Granted tool permissions, which shows which tools the agent was allowed to use at the start. The timeline begins with the start and contains every tool used; the entry “Plan approved” appears for every task, because the system grants it automatically. The trail is signed. If it was changed after the run, the notice Audit trail was changed after the run appears at the top; after a key change, Signature cannot be verified may appear instead. For tasks from before the audit view existed, Audit trail incomplete indicates that the list of tool permissions is missing.

Every role sees only its own tasks; even owners and administrators do not see other people's runs. All roles and permissions at a glance: Reference.

Which capability lies with which agent

Only Klara researches the web and retrieves web pages. Only Cora calculates with Python, for example for analyses that spreadsheet functions cannot handle. Cora and Max create charts. Alex, Klara, Emma, Paul, Max and Leo create Word, PDF, Excel, PowerPoint and calendar files; Cora creates all of these except calendar files, Vicky only Word, PDF and Excel. Everyone except Vicky and Leo searches knowledge bases; Vicky reads images and scans, Leo delegates. The overview below collects example requests; for the tools, the statements above are what counts. Agents do not store results in a knowledge base themselves and do not search earlier tasks; they know the files and answers from the same conversation.

What your agent team can do (generated automatically from the system's list of capabilities):

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Which agent can do what?

• Max (Document analyst): Search knowledge base, Assess business documents, Create chart (backup), Create Excel file with formulas (backup), PDF from Markdown (fast) (backup), Create Word document from text (backup), Create PowerPoint presentation (backup), Create calendar file (.ics) (backup)
• Klara (Market researcher): Search knowledge base (backup), Search recordings, Write business texts (backup), Research on the web, Create Excel file with formulas (backup), PDF from Markdown (fast) (backup), Create Word document from text (backup), Create PowerPoint presentation (backup), Create calendar file (.ics) (backup)
• Emma (Writing specialist): Search knowledge base (backup), Write business texts, Create Excel file with formulas (backup), PDF from Markdown (fast), Create Word document from text, Create PowerPoint presentation, Create calendar file (.ics)
• Vicky (Vision specialist): Evaluate images & scans, Create Excel file with formulas (backup), PDF from Markdown (fast) (backup), Create Word document from text (backup)
• Paul (Project planner): Search knowledge base (backup), Search recordings (backup), Plan projects and processes, Create Excel file with formulas (backup), PDF from Markdown (fast) (backup), Create Word document from text (backup), Create PowerPoint presentation (backup), Create calendar file (.ics) (backup)
• Cora (Data analyst): Search knowledge base (backup), Analyze CSV/Excel figures and trends, Create chart, Create Excel file with formulas, Create PDF report, Create Word document from data or with a special layout, PDF from Markdown (fast) (backup), Create Word document from text (backup), Create PowerPoint presentation (backup), Extract table from PDF

A new task cannot be started

In that case the notice usually names your organization's monthly quota: it is used up or no longer sufficient for this task. An administrator can extend it with an add-on package under Settings → Subscription & billing; otherwise it becomes available again with the next usage period.

Next step

• AI Chat: for quick questions without a multi-step task.
• Knowledge bases: store the knowledge your agents access automatically.
• Workflows: when the same process should run repeatedly in a fixed order.
• Reference: roles, limits and retention periods in one place.