Governed AI File Generation
June introduces governed file generation for AI Chat and AI Workflows.
Teams can now use Clear Ideas to turn a conversation or workflow run into a real working file: a spreadsheet, document, presentation, or image that can be downloaded, reviewed, shared, and retained with the surrounding workspace context.
This is designed for the kinds of work that often start in chat but need to leave chat in a more useful form. A team can ask for a board-ready presentation, a structured spreadsheet, a polished document, or a visual asset, then keep that output connected to the prompt, source materials, and governed activity that produced it.
What's new
- Downloadable spreadsheets, documents, and presentations from AI Chat so users can move from discussion to reusable files without rebuilding the output manually
- Generated files from AI Workflow runs so recurring or structured processes can produce usable file outputs at individual steps or at the end of a run
- Image generation in governed AI experiences when the selected model supports visual output
- Source-file transformation workflows so users can ask Clear Ideas to inspect an existing file and produce a new governed output without overwriting the original
- Reviewable file outputs so generated files remain connected to the governed activity that created them
- Consistent download and review behavior across chat and workflow experiences
Why it matters
AI-generated output is most useful when it becomes something a team can actually work with. This release makes that handoff cleaner.
Instead of copying text from a response into a separate file, users can create a document, spreadsheet, presentation, or image directly from the AI experience. Administrators still get the context they need to understand where the output came from, while users get a practical artifact they can review and use in normal business workflows.
Governed AI Records and Review
Clear Ideas now keeps stronger governed records for AI Chat, AI Workflows, workflow jobs, and connected content experiences.
The goal is simple: when AI is used in sensitive or regulated work, organizations need more than a final answer. They need to understand what was asked, what information was used, what output was produced, and how that activity fits into the broader workspace record.
What's new
- Governed AI records for chats and workflows so important AI activity can be reviewed with better context later
- Governed records for workflow jobs so automated runs can be understood alongside manual conversations
- Exportable review packages for governed AI activity when administrators need to share or retain the record outside the live workspace
- Governed records for cited answers and content-backed responses so source-aware AI experiences can be reviewed more clearly
- Governance Activity improvements that make AI-related review actions easier to find and understand
- Version-aware AI summaries so summaries can be tied back to the content version they described
Why it matters
Governance should not make AI harder to use. It should make important AI work easier to trust.
With stronger governed records, teams can use AI Chat and AI Workflows for higher-stakes work while keeping a clearer record of the surrounding activity. Administrators can review the prompt, source context, generated output, and related files without relying on scattered screenshots or memory.
Site Exports and Recurring Snapshots
Site exports now run as a dedicated export experience in Clear Ideas.
Administrators can create export jobs, track progress, download completed snapshots, cancel jobs that are no longer needed, and remove old export artifacts when appropriate. Scheduled exports also make it easier to maintain recurring snapshots of important sites without turning that work into a manual monthly task.
What's new
- First-class site export jobs with visible progress, completion state, cancellation, download, and cleanup controls
- Scheduled site exports for recurring snapshots of important sites
- Timezone-aware schedules so recurring exports run at the expected local time
- Retention controls for export artifacts so organizations can decide how long scheduled outputs should remain available
- Storage-aware export handling so generated export files are visible as part of overall workspace usage
Why it matters
Exports are often part of audit preparation, client handoff, records management, or internal continuity planning. By turning exports into visible jobs instead of hidden background work, Clear Ideas makes the process easier to supervise and easier to explain.
Scheduled snapshots are especially useful for teams that need a recurring point-in-time copy of important workspaces. Administrators can set the pattern once and return only when a download, review, or cleanup decision is needed.
Content Archiving and Source Continuity
Clear Ideas now has stronger content archiving behavior for governed workspaces.
When content should be removed from normal site views but still preserved for governance, administrators can archive it instead of treating every removal as a permanent break in the record. This helps keep active workspaces clean while preserving important references for review.
What's new
- Archived Content handling for files that should no longer appear in normal site views
- Governed source continuity so archived files can still support review needs
- Clearer separation between active content and retired content for administrators managing long-running sites
- Policy-aware content lifecycle controls so governed records can be protected when retention requirements apply
Why it matters
Large workspaces change constantly. Files move out of active use, projects close, and source material gets retired. Content archiving gives administrators a more careful option than deleting or leaving everything visible forever.
That makes it easier to keep current site views focused while preserving the source continuity that governed AI, audit review, and long-term records management depend on.
Private Site and File Q&A
June also adds private Q&A for sites and files.
Users can now ask administrators questions about a workspace or a specific file without turning the site into an open discussion forum. Questions can be reviewed, assigned, answered, resolved, and exported by the people responsible for managing the site.
For PDFs, questions can be anchored to a page or selected text. That makes delayed answers much easier to understand because the administrator can see the exact part of the document that prompted the question.
What's new
- Private site and file questions so users can ask for clarification without starting a public thread
- PDF page and text anchors so questions can point to the relevant part of a document
- Administrator review and assignment for managing incoming questions
- Answer, resolve, and export workflows for maintaining a useful record of Q&A activity
- Notifications for administrators and users when questions need attention or responses are available
- Organization and site controls for deciding where Q&A should be available
Why it matters
Q&A is often where important operational context appears: why a document changed, what a term means, whether a file is ready to use, or who should confirm the next step.
By keeping those questions private, governed, and tied to the relevant site or file, Clear Ideas gives teams a practical way to handle clarification without losing control of the workspace conversation.
Announcements and File Notes
Administrators can now communicate more directly inside governed sites with announcements and file notes.
Announcements are useful for broad updates, such as a site-wide status change, a review deadline, or guidance that applies to a group of users. File notes are more targeted, helping administrators add context to a specific document without changing the document itself.
What's new
- Site announcements for administrator-led updates
- File notes for document-specific guidance and context
- Shared governance model with Q&A so communication features can be controlled consistently
- Availability settings at the organization and site level
- Notifications for relevant updates when users need to see administrator responses or public site guidance
Why it matters
Not every communication belongs in email, chat, or the file itself. Sometimes the most useful place for an update is directly beside the workspace or document it concerns.
Announcements and file notes make that possible while keeping administrator communication connected to the same governed environment as the underlying content.
Organization Policy and Model Controls
Organization policy controls have been expanded so administrators can manage governed AI behavior with more confidence.
This includes clearer policy history, stronger controls around which AI models may be used, and better handling for models that are no longer preferred for new work.
What's new
- Policy history with signed evidence export so administrators can download a reviewable copy of policy versions when they need to retain or share the record
- Line-by-line policy change review so each version shows what changed from the previous policy before administrators rely on it for governance decisions
- Required policy change notes and actor visibility so policy history shows who made each update and why the change was saved
- Site settings history with signed evidence export so administrators can see who changed site-level settings, review compact line-by-line diffs between versions, and download a reviewable record when they need to retain or share the history
- Clearer AI model policy options for allowing all models, latest-model aliases, specific approved models, or older models needed for review and cleanup
- Stronger handling for scheduled workflows when a selected model is no longer approved for new automated runs
- Central controls for governed AI, Q&A, AI answer suggestions, announcements, notes, PDF anchors, export behavior, and content lifecycle behavior
Why it matters
AI model availability changes over time, and governed organizations need a practical way to balance convenience with oversight.
These policy updates help administrators keep day-to-day AI usage aligned with organization expectations while still preserving enough history to review older activity and transition existing workflows responsibly.
Supporting Improvements
This release also includes a set of refinements across AI summaries, governance activity, exports, notifications, and workspace communication.
Public chat remains outside the new governed AI record scope in this release. The June governance updates are focused on internal AI Chat, AI Workflows, workflow jobs, governed content-backed answers, site exports, and administrator-managed communication.
Together, these changes make Clear Ideas more useful for teams that need AI to produce real work products while keeping the surrounding context understandable, reviewable, and governed.