FAQ
Answers to frequently asked questions.
To upload your first document go to the DAM section and click "Upload file". Select the category and document type then drag the file or click to select it from your device. Theka will automatically start the AI analysis to extract metadata.
Categories are the main containers (e.g. Contracts, Invoices, Certifications). Each category contains more specific types (e.g. the Contracts category has types like Supply Contract, NDA etc.). Types determine which custom fields are available and how the AI analyzes the document.
Theka organizes documents on three levels: Category > Type > Document. You can also associate entities (suppliers, clients, employees) and tags for even more flexible navigation. Full-text and semantic search lets you find any document in seconds.
Yes you can upload multiple files at once by dragging them into the upload area. Theka will process them in parallel automatically assigning metadata through AI analysis.
When you upload a new version of an existing document Theka keeps the complete history. You can always go back to see previous versions. Versioning is active by default on document categories (Contracts Manuals etc.) and disabled for Images.
Entities represent the subjects linked to your documents: suppliers, clients, employees, offices, products, assets etc. By associating an entity with a document you can then filter all documents related to that subject.
Theka automatically assigns a progressive protocol number to documents based on the format configured by the administrator. The protocol ensures traceability and uniqueness of each document.
Yes you can create a share link with an optional expiration. The recipient can view or download the file without needing a Theka account.
The administrator can configure an approval workflow for each document type with multiple stages and approvers. When you upload a document that requires approval the designated approver will be automatically notified.
The protocol is a unique sequential number assigned to documents for traceability. The format is configurable by the administrator (e.g. PROT-2026-000001). Once assigned the protocol is immutable and cannot be reassigned.
Theka offers two types of search: full-text (searches for exact words in documents) and semantic (understands the meaning of your question). You can combine filters by category type entity date and status to refine results.
When you upload a document the AI automatically analyzes it to extract title description structured metadata and tags. The extracted data is suggested and you can confirm or modify it.
Yes the AI processes the text of documents to extract relevant information. Documents are sent to the configured AI provider (e.g. OpenAI Anthropic) securely. No data is used to train third-party models.
Yes the administrator can disable AI analysis globally or for individual categories. In that case metadata will need to be entered manually.
The AI chat lets you ask questions about your documents in natural language. For example: "What are the payment terms of the Rossi contract?" or "Compare the penalties in 2026 contracts". The chat searches documents you have access to and responds with source citations.
No the AI chat respects your permissions. It only sees documents you have access to based on your role and category permissions. A user with Viewer role on Invoices only cannot query Contracts through the chat.
There are four predefined roles: Admin (full access), Editor (can edit and upload), Viewer (view and download only) and Uploader (can upload but not edit). The administrator can also define specific permissions per category.
Yes the administrator can configure per-category permissions for each role. For example a user with the Viewer role can have access only to Invoices and not to Contracts. Specific permissions can also be assigned per individual user.
From the tenant administration area you can add a new member by entering their email. The user will receive a welcome email with a link to set their password or they can sign in with Google or Microsoft.
Theka supports Amazon S3 Wasabi and S3-compatible storage. The administrator configures the connection from the Integrations section by entering the access credentials.
Theka supports OpenAI (GPT-4) Anthropic (Claude) and other compatible providers. The system administrator configures the available AI connectors and each tenant can choose which one to use.
During development and testing files are saved locally. For production you need to configure at least one external storage connector (S3 or compatible).
Go to your profile settings and enable the MFA section. You can use an authenticator app (Google Authenticator Authy etc.) that generates temporary codes to enter at login.
On the login page click "Forgot password" and enter your email. You will receive a link to set a new password. The link expires for security reasons.
Yes if the administrator has enabled social login you can sign in with your Google or Microsoft account without having to create a separate password.
Each tenant's data is completely isolated. Theka uses a multi-tenant architecture with separate PostgreSQL schemas: one company's data is never accessible by another. Not even the Theka team has access to your documents. File storage (S3, Wasabi) and AI connectors are configured and owned by your company — Theka does not own or control your buckets or API keys.
No. Files are stored on your company's own storage (Amazon S3, Wasabi or compatible) to which only you have the access credentials. Theka does not have direct access to your files. When AI analyzes a document, the text is sent to the AI provider configured by you (e.g., OpenAI, Anthropic) through your own API keys. No data passes through our servers or is used to train models.
Yes, completely. Storage connectors (S3 buckets) and AI connectors (OpenAI, Anthropic API keys, etc.) are configured by your tenant's administrator with your company's credentials. Theka only orchestrates the calls — the resources and costs are entirely under your control. If you stop using Theka, your files remain in your S3 bucket and your API keys continue to work independently.
Storage and AI provider access credentials are encrypted with the Fernet algorithm (AES-128-CBC) before being saved to the database. No operator can read them in plain text. Encryption keys are separate from the database and managed through secure environment variables.
Theka is designed with privacy by design. Tenant data isolation, credential encryption, complete audit logging of every document access, and the ability to export or delete all tenant data ensure compliance with European data protection regulations (GDPR). For details, please refer to our Privacy Policy and Terms of Service.
When you upload an image Theka automatically generates different variants at optimized sizes: small thumbnail (150px) medium thumbnail (400px) and preview (1200px). This allows showing images quickly in lists without downloading the original file.
Image slots let you define named positions for a product's images: front view, side view, transparent background etc. The administrator configures slots for each document type. You can then assign an image to each slot.
Yes if thumbnails were not generated correctly or if presets have been changed you can regenerate variants from the document detail. New variants will replace existing ones.
Yes Theka offers a complete REST API for external systems. You can upload documents search by metadata or content and query the AI via API. Authentication uses the tenant's API key.
The external_id is a code that your external system assigns to the document (e.g. the ERP invoice number). If you upload a document with an existing external_id Theka automatically creates a new version instead of duplicating the document. You can also search documents by external_id.
By default the API key has full access. But you can restrict permissions using X-Dam-User-Id or X-Dam-Role-Slug headers to impersonate a specific user or role. This way the external system only sees what that user would see.
Plans and limits are configured by the system administrator for each tenant. Contact support for information about available plans and pricing.
The maximum number of users is defined in the tenant plan. To increase it contact the system administrator or open a support ticket in the Billing section.