Frequently asked questions

Nexa turns everything your company knows into one place you can ask questions of. Bring in documents, notes, links, and recordings, or connect the tools your work already lives in — Google Drive, Slack, Notion, your CRM, your task tracker. Then search it or Ask AI and get an answer with citations back to the exact source.

Two ways. Upload files, paste links, or write notes directly. Or connect a service — such as Google Drive, Microsoft 365, Notion, Slack, or your CRM — and Nexa keeps importing from it on its own. Either way the content is indexed automatically and becomes searchable.

Search it, ask questions about it, and get answers that cite the source. You can scope a question to one collection, or ask across everything.

No. Collections are optional — everything is searchable whether you file it or not. Organize when it starts helping, not before.

Yes. The interface is available in English and Arabic with full right-to-left support, and your content can be in either language.

A connector is a link to an outside service — such as Google Drive, Slack, Notion, your CRM, or your task tracker. You connect it once, choose what to import, and Nexa keeps it in sync. Most are connected once per workspace by an owner or admin, and a workspace uses one task tracker at a time. A few that act for one person, like Google Calendar and Zoom, are connected by each person for themselves.

A source is one thing you picked inside a connector: a Drive folder, a Slack channel, a CRM object type. A connector can have many sources, and only the sources you select are imported.

A collection is a folder inside Nexa. It's how you group content and how you share it with teammates. Collections can nest.

A connector is where content comes from. A source is which part of it you chose. A collection is where it lands inside Nexa and who can see it. Connecting Slack gives you one connector; picking #sales and #support gives you two sources; both can land in a collection called Sales.

Every item goes through the same pipeline: Nexa extracts the text, splits it into passages, and builds a searchable index over them. It runs in the background — a large file is usable within minutes, not hours.

That every imported item has finished indexing and can be used in an answer. While it reads "processing", some content is imported but not yet answerable.

Nothing is imported yet. You pick the folders and files you want, and the first sync starts once you save that choice.

No. Only what you select. Nothing syncs until you choose it.

Yes — browse your Drive inside Nexa and tick individual folders or files. You can change the selection at any time.

Three, and no more. View files (drive.readonly) to read the folders you select. Email and basic profile so the app can show which Google account is connected. Nexa never requests a write permission.

Anything you didn't select, and anything the connecting Google account can't already open. Nexa inherits that account's access — it never gains more.

No. The connection is read-only. Nexa cannot create, edit, move, or delete anything in Drive — it holds no permission that would allow it.

A changed file is re-imported and its old version replaced. A file deleted in Drive is removed from Nexa on the next sync.

Every 15 minutes. You can also trigger Re-sync now from the connector card at any time.

Whoever can see the collection they land in. In a team workspace, synced content goes to a shared company collection by default — so treat it as visible to the team unless you route it somewhere narrower.

Slack only lets a bot read channels it has joined. Connecting the workspace isn't enough — run /invite @NexaHub in each channel you want synced, then refresh the channel list in Nexa. This is the most common reason Slack looks connected but imports nothing.

Yes. Only the channels you select are imported, and only from the ones the bot has been invited to.

Only private channels you explicitly invite the bot into, and then only if you also select them. It cannot discover or join a private channel on its own.

No. Nexa holds no permission for DMs or group DMs — it can only read public and private channels the bot was invited to.

Yes, as many as you like. Invite the bot to each one, then select them together.

They usually appear within seconds — Slack notifies Nexa as messages are posted. A scheduled sync every 15 minutes catches anything missed. Edits and deletions are applied too.

Five read scopes. Channel history and channel list for public channels, the same two for private channels, and user list so a message shows the author's name instead of an ID. There is no write scope — Nexa cannot post.

Only when a person asks it to. Nexa reads the channels an admin selected. It sends a Slack message only as an action someone asks for in chat and confirms before it is sent, and only if the workspace allows that person to send Slack messages. It never posts, replies, or reacts on its own.

Whoever can see the collection they land in — not necessarily the same people who are in the Slack channel. Check the destination before syncing a sensitive channel.

Word, Excel, PowerPoint and PDF files from OneDrive and from the SharePoint document libraries you choose. Nothing else is read, and nothing is read until you choose it.

No. Nothing is imported until you select a site or a document library. A library you never selected is never read.

Four, all read-only: sign-in to identify the account, permission to keep that access so syncing continues without asking you again, reading files you can already access, and listing sites. Nexa never asks for write access, so it cannot change or delete anything in your tenant.

Only the people who can already see the collection you mapped the library to. Each site or library you select becomes a source, you map it to a collection, and that collection's existing permissions decide who sees what came from it — the same rule as every other connector. A library nobody mapped brings in nothing.

An edited file is re-read and its Nexa copy is updated in place, so answers that cited it stay pointing at the right document. A file deleted in SharePoint is marked as gone. And a file you delete inside Nexa stays deleted — the next sync will not bring it back.

On a schedule, and only what changed. Microsoft tells Nexa which items moved since the last run, so an unchanged library costs almost nothing to check.

HubSpot, Zoho CRM, and Salesforce. Connect the one your company uses — each is its own connector with its own settings.

Contacts, Companies, and Deals. HubSpot Tasks and Notes are not available — Nexa's HubSpot app isn't authorized for them.

Contacts, Companies, Leads, Deals, Tasks, and Notes — a wider set than HubSpot. If you need Leads, Tasks, or Notes, Zoho is the connector that has them.

Accounts, Contacts, Leads, Opportunities, and Tasks. In Nexa an account appears as a company and an opportunity as a deal. Salesforce Notes are not imported. Nexa reads only the records the person who connected Salesforce can already see there.

Yes. Pick them per connector, and change the selection whenever you like. Nothing syncs until you select it. Deselecting a type stops it syncing and removes what it imported.

Yes — files attached to a synced record are downloaded, virus-scanned, and indexed like any other document. Attachments above 25 MB are skipped.

Only when a person asks it to. Nexa reads your CRM to answer questions. It creates, updates, or deletes a record (a lead, contact, deal, task, or note) only as an action someone asks for in chat and confirms before it runs, and only if the workspace allows that person to make that change. Nothing else you do in Nexa is written to your CRM.

HubSpot: read access to Contacts, Companies, and Deals, which are the objects it syncs, and write access to contacts, companies, deals, tasks, and notes, so that an action a person confirms in Nexa can create or update one.

Zoho: access to the CRM modules (ZohoCRM.modules.ALL) and read access to users. Zoho has no narrower scope that covers reading every module Nexa supports, and the same scope lets a confirmed action create, update, or delete a record.

Salesforce: access to your data through Salesforce's API, and permission to stay connected. That access is limited to what the person who connects can already see and change in Salesforce; it gives Nexa nothing they lack.

In every CRM, Nexa writes only as an action a person asked for and confirmed, never on its own.

Every 15 minutes, and you can trigger a re-sync at any time. Large CRMs import in batches across several runs rather than all at once.

Whoever can see the collection it lands in. CRM records often contain commercial detail, so decide the destination deliberately before the first sync.

Open issues, into Work, so everything a person owes is in one place. From Jira and Trello, that is the open issues (cards, in Trello) assigned to the person who connected the tracker — the one account Nexa can match to someone in your workspace. From Linear, it is the open issues assigned to anyone in your workspace, matched by email address.

Each one keeps following the tracker: its status, title, due date and priority update when they change there, and when it is finished or canceled there, it is in Work too. Linear sends changes within seconds through a signed webhook; every tracker is also checked every five minutes.

Chat can also read your tracker to answer a question about tasks. That is read at the moment you ask, not copied into your knowledge base.

Only when a person sends a work item to it, and only to create something new. Sending a work item creates one issue (a card, in Trello) with the item's title, description and checklist, its due date, and — in Jira and Trello — its attachments (in Linear, its priority). An item can be sent once. From then on Work follows that issue: when it is done there, it is done here.

Nexa never edits, moves, comments on, or deletes anything in your tracker, including the issues it created. Sending needs edit rights on the work item and the workspace's permission to create issues in that tracker, which an admin controls.

Because chat and Work both speak to "the workspace's tracker". With two connected, every question about tasks, and every work item sent out, would have to guess which one you meant. So connecting a second tracker is refused while one is connected. To switch, a workspace owner or admin disconnects the current one first.

Nexa deletes the tokens it held, so it can no longer read or write anything there. For Linear it also revokes both tokens at Linear itself. The open issues it had brought into Work are closed as cancelled, because nothing can tell any more whether they are still open there; reconnecting reopens the ones that still are. Issues Nexa created in the tracker stay there — they are yours.

Linear: read and issues:create — read access, and permission to create issues. Linear's broader write permission would also allow editing and deleting, so Nexa does not ask for it.

Jira: read access to issues and projects (read:jira-work), users (read:jira-user) and your own profile (read:me); write:jira-work to create issues; and offline_access so the connection lasts beyond the first token. Jira has no create-only permission, so write:jira-work covers more than Nexa does with it: Nexa only creates issues.

Trello: read and write, with a token that lasts until you disconnect. Trello offers nothing narrower than write; Nexa uses it only to create cards, with their checklist and attachments.

Notion is where a lot of teams keep the writing that never becomes a file — specs, meeting notes, runbooks, project databases. Connecting it means Nexa can answer from that writing instead of only from documents somebody remembered to upload.

Yes — it is available as a Beta. Everything works end to end: you connect, choose what to sync, and Nexa answers from it. Beta means it is newer than our other connectors and we are still watching it closely, so tell us if anything looks wrong. It is not "coming soon" — you can use it today.

Pages and databases. Selecting a page brings that page and every page nested inside it; selecting a database brings its rows, each one a page in its own right with its properties included.

The page's title, its text content, and — for a database row — its fields, because for a row the fields are most of the record. A page nested inside another is indexed once, on its own, never copied into its parent.

Yes, and it is built that way rather than promised that way: the integration is created with read permission only, so Nexa cannot create, edit, move or delete anything in your Notion — even if it tried.

Two steps, and the second one is the one people miss. First, in Nexa go to Resources, find Notion, and press Connect — you will be asked to authorize and to pick which pages to share. Second, for anything you did not share during that step, open the page in Notion, use the ••• menu, choose Connections, and add Nexa. Notion gives no access to anything that was not shared this way.

Yes, and nothing is chosen for you. Nothing is imported until you tick it in the picker — there is no "sync everything" option, deliberately. Sharing a page with Nexa in Notion only makes it available to pick; picking it is what actually imports it.

On a schedule, roughly every fifteen minutes, and only what changed. A page whose last edit has not moved since the previous run is skipped without being re-read. Choosing something new imports it right away rather than waiting for the next run.

It stops appearing in answers. Moving a page to Notion's trash, or un-sharing it from Nexa, both remove it on the next sync. A page you delete inside Nexa stays deleted — the next sync will not bring it back. And if a sync cannot see your whole workspace for any reason, nothing is removed that run: absence is only treated as deletion when we are certain we looked at everything.

Only the people who can already see the collection you mapped it to. Each page or database you select becomes a source, you map it to a collection, and that collection's existing permissions decide who sees what came from it — the same rule as every other connector. Notion's own sharing settings are never used to decide this.

Two reasons: to group related content, and to control who sees it. Sharing in Nexa happens at the collection level.

No. Everything stays searchable either way. They matter most when you need to share a specific set of content with specific people.

Nexa creates a company collection for that source on the first sync — for example "Slack" or "HubSpot CRM" — and puts the content there. In a team workspace that collection is visible to the team. Set a destination yourself if it should be narrower.

Yes. A source can be mapped into any number of collections, and the content isn't duplicated — it becomes visible in each of them.

New content goes to the new collection. What was already imported stays where it is — changing the destination doesn't move history.

Only the workspace owner or an admin. Members can use what's been imported but cannot connect a service themselves.

The same people — owner or admin. That covers changing what's synced, re-syncing, and disconnecting.

Anyone who can see the collection it's in. Search and Ask AI apply the same rule — you never get a result from content you couldn't open.

Owners and admins manage the workspace: members, departments, connectors, and access. A department admin manages members and invitations for their department only. Members use the content they've been given access to.

Share a collection with a whole department or with specific people. Department sharing is the one that scales — new members inherit access automatically.

Completely. Your personal workspace is private to you. A team workspace is shared, and it — not the individual — is the unit of billing and access. Content never crosses between them.

Files you upload without putting them in a shared collection stay yours. Admins manage structure — departments, members, access — not other people's private uploads.

Connector content is different. Anything synced from Drive, Slack, or a CRM goes into a shared company collection by default, because it belongs to the company rather than to whoever connected it.

Only what you're allowed to open — your own files plus any collection shared with you or your department. Never another workspace's content. The rule is applied on every request, not just hidden in the interface.

Search returns the passages that match — in three modes: keyword, semantic (by meaning), or hybrid, which fuses both. Ask AI reads those passages and writes an answer with citations.

It's built to answer from your content and to cite it. It won't invent figures, names, or facts your documents don't support.

It says so rather than guessing. If your content covers part of the question, you get that part plus a note about what's missing.

Yes. Each answer carries numbered citations back to the exact file — and the page, where the format has pages — so you can verify it.

As current as your last sync. Uploads are answerable within minutes. Slack usually arrives within seconds; Drive and CRM within 15 minutes.

Rarely — sync is automatic. Re-sync after inviting the Slack bot to a new channel, after changing what a connector imports, or when you know something changed at the source and don't want to wait.

Yes. Each workspace is a strict boundary — your content is never visible to another workspace, and that's enforced on every request.

Go to Settings and choose Delete account. You don't need to email anyone or explain why. You're signed out everywhere straight away, but nothing is deleted for 14 days — sign in again at any point during those 14 days and the deletion is cancelled with everything exactly as you left it. After 14 days it's permanent.

Files live in object storage; text, metadata, and the search index live in the database. Both are private to your workspace.

Yes, as long as you're still inside the 14 days. Just sign in with the same email and password — the sign-in screen offers to cancel the deletion. Nothing is rebuilt, because nothing was taken apart: your files, chats and team are still there. After the 14 days it can't be recovered.

Yes — in transit over HTTPS, and at rest in storage and the database.

The whole company goes with it. Deleting an owner's account deletes the workspace — its files, chats, notes and CRM — and everyone in it loses access immediately, 14 days before anything is actually destroyed. The confirmation screen says so and asks you to type the company name first. If you want to leave but keep the company running, ask us about transferring ownership instead.

The access token for each connected service is encrypted before it's stored, with a separate key per connector. Your password for the external service is never seen or stored — connections are made through the provider's own OAuth screen.

A record that the account existed and closed: the date, how long you were with us, roughly what you used, the plan, and the reason you gave if you gave one — we use it to understand why people leave. Your name and email are removed from that record after 180 days. Invoices are kept without your identity attached for as long as tax law requires. Your files, chats, notes and CRM are gone.

Syncing stops and the stored token is deleted immediately. Content already imported stays in Nexa and remains searchable — so disconnecting never silently empties your knowledge base. Delete that content separately if you want it gone.

Open Team, find them in the members list, and choose Remove from workspace. They lose access immediately and are signed out everywhere. The files and notes they created stay with the workspace — removing a colleague doesn't delete the work they did while they were here. Owners and admins can remove members; only the owner can make someone an admin.

Delete a file and everything indexed from it goes with it. Deleting synced content also stops it coming back on the next sync.

Only when a person asks it to. Google Drive, Microsoft 365 and Notion are connected read-only. Two connectors write by design:

Task trackers (Jira, Trello, Linear): Nexa creates a new issue or card when someone sends a work item there, and nothing else. It never edits, moves, or deletes anything in your tracker.

Google Calendar: connected by each person for themselves, it receives an event in your own calendar for each of your Nexa reminders. Nexa does not read your other events, and does not change or delete events.

Any other write — a CRM record or a Slack message, for example — happens only as an action a person asked for in Nexa and approved.

A team workspace is billed as one company on one plan. Every member draws from the same quota.

Request it from Usage & billing and our team reviews it with you. There's no self-serve switch — plans are tailored to how your company actually works. You keep your current access while a request is open.

Asking a question, when it actually needs a model to answer. If Nexa can answer from its cache or straight from your data, it costs nothing — you only pay when a model is really used.

No. Connecting a service, syncing it, and indexing what it imports cost no credits, no matter how much content is involved. Credits are for questions.

That depends on your plan — search can be priced or free. Your current cost is shown in Usage & billing.

Everything in your knowledge base, including content imported by connectors. A large Drive folder or a busy Slack channel consumes storage just as uploads do — worth knowing before syncing something big.

Yes. Upload a recording and Nexa transcribes it, then treats the transcript like any other document — searchable, answerable, and you can summarize it or pull specific fields out of it.

Connecting doesn't import anything on its own. Open the Drive connector, choose the folders you want, and save — the first sync starts then. If the card says "Nothing selected to sync", that's exactly what's missing.

The bot hasn't been invited to it. Run /invite @NexaHub in that channel, then press Refresh channels. Only channels the bot has joined can appear.

Check that the object type is selected in the connector. Also check it's supported: HubSpot syncs Contacts, Companies, and Deals only — Tasks and Notes are available on Zoho, not HubSpot.

It may still be indexing — check the connector card reads "AI Search: ready". If the file is a scan or photo with no readable text, it will show as needing review, and a sharper copy usually fixes it.

Usually the content isn't indexed yet, isn't shared with you, or genuinely doesn't cover the question. Try searching for it directly — if search can't find it either, it isn't in your knowledge base yet.

A large first import runs in batches and can take several cycles — the count climbs each time. If it hasn't moved at all, press Re-sync now. If the card shows a sync error, it names the cause.

Connecting and managing connectors is limited to the workspace owner and admins. Ask an admin to make the change, or to grant you access to the collection you're trying to reach.

The external service revoked our access — usually a changed password, a removed app, or an expired grant. Press Reconnect and approve again. Your imported content stays put; syncing resumes where it left off.

It's connected but has no sources yet. Open Manage and choose the folders, channels, or record types to import. Nothing syncs until you do.