Project Setup | Yafo Holdings

Your details

Who is filling this out

Your name

Your email

Company name

Section 1

People we need from your side

Two administrator roles, and one person we can ask questions during the build. They can all be the same person.

Microsoft 365 administrator name

Their email

This person needs to be able to register an application and grant admin consent. It is free and does not require an Azure subscription.

Microsoft Teams administrator if using Teams

Their email

Day to day point of contact name

Their email

How would your team prefer to use the assistant?

Inside Microsoft Teams We use Teams daily. This signs people in automatically. A private web page We do not really use Teams. A secure link is better. Not sure, recommend for us

Section 2

Where the documents live

Where are the files stored today?

A SharePoint site An individual person's OneDrive A local server or network drive Not sure

If the files sit in one person's OneDrive, we recommend moving them into a SharePoint site before we begin. It lets us limit our access to that single folder rather than requesting broader access, and it protects the library if that person ever leaves.

Name and link of the exact folder we should index

Roughly how many documents?

Typical pages in one document?

Which file types are in the folder? select all that apply

Are these digital documents, or printed documents that were scanned?

All digital originals Created on a computer, never printed. Mostly digital, some scanned About half and half Mostly scanned or photocopied Not sure

This is the main driver of one time setup cost. Scanned pages have no readable text inside them, so they need to be read visually, which costs more than digital files.

Do any documents contain handwriting, such as signed amendments or margin notes?

Yes No Not sure

Section 3

Reading quality and setup cost

Reading your documents is a one time cost, charged once per document. Re-reading is free unless a document changes. Choose the level that fits your library.

Lower costStandard We read the text already inside your files, and only use the higher fidelity method on pages that need it, such as scans and pages where the text is trapped in an image. Best for mostly digital libraries. Higher costPremium Every page is read visually at the highest fidelity, including scans, handwriting, tables and diagrams. Best if much of the library is scanned or handwritten. Recommend for us We will look at a sample of your documents and tell you which is worth it, with the exact figure before anything is charged.

We will confirm the exact one time figure once we know your document and page counts, and it will be included in the not to exceed amount in your proposal.

Section 4

Who should be able to use it

Email addresses for the first group of users

Access is granted per person and can be changed at any time, with a record of who asked what.

Section 5

What you want to ask it

Ten real questions you would want answered on day one

Two or three questions where you already know the answer

Anything else we should know optional

For your IT team

We will ask for a Microsoft Entra app registration. It is free and does not require an Azure subscription.

Delegated permissions: openid, profile and email, with admin consent
Read access limited to the single document folder identified above
If using Teams: custom app upload enabled in the Teams admin center

Our indexer reads only that folder and stores a copy of the text on our secured server. The assistant answers from that stored copy and reaches nothing else in your environment.

I confirm this folder does not contain protected health information, payment card data, or other sensitive personal data.

Thank you, we have it

We will review your answers and follow up within one business day with next steps and the exact setup figure.

Questions in the meantime: yafoholdings@gmail.com