General

Use General to manage the central defaults for your VARIOS AI instance. These settings apply across the instance.

Open Home > Admin Menu > Settings > General.

Costs and network

Setting	Description
Max. costs per month in $	Sets the monthly cost limit for the instance.
Proxy server address and port	Routes outgoing connections through a proxy server. Enter the address and port together, for example `203.0.113.0:8080`.
Proxy exceptions (comma-separated hostnames)	Lists hostnames or network ranges for which VARIOS AI bypasses the proxy server.
Proxy Certificate (PEM format)	Contains the PEM certificate for the proxy connection.

The proxy settings are optional. Coordinate the values with your network administrators if necessary.

Models and access

Setting	Description
Default AI model for generating title and summary	Generates chat titles and summaries.
Show get help	Shows or hides access to help for users.
Allow login only for users with the UserLoginAllowed role (from Microsoft Entra ID group claim)	Optional, disabled by default. Restricts login to users who receive this role through Microsoft Entra ID. Also applies to administrators. See User access.
Default AI model for new assistants	Is preselected when an assistant is created.
Default AI model for generating embeddings	Generates embeddings for knowledge bases.
Default AI model for text-to-speech	Converts text into speech.
Default AI model for transcription	Converts speech into text.
Knowledgebase search mode	Determines the search strategy. Hybrid (Vector + Full-Text) combines both search methods; Similarity (Vector only) uses only vector search.

Retention

Setting	Description
Chats retention period (in days)	Determines whether and when chats are permanently deleted. See Chats retention period.
User retention time after deletion (in days)	Determines when deleted users are permanently removed. `0` deletes users immediately.
Audit log files retention period (in days)	Sets the retention period for audit logs.
Auth log files retention period (in days)	Sets the retention period for authentication logs.
DLP log files retention period (in days)	Sets the retention period for DLP logs.
Connector log files retention period (in days)	Sets the retention period for connector logs.
SCIM log files retention period (in days)	Sets the retention period for SCIM logs.

Check your organization’s retention requirements before changing these values. Permanently deleted data is no longer available afterward.

Chats retention period

VARIOS AI checks once a day, during the night, which chats to delete permanently. The period starts with the last change to a chat, not with its creation.

Option	Chats that users do not delete	Chats that users delete
Infinite	Are kept indefinitely.	Are permanently deleted right away.
Delete after retention period	Are permanently deleted once they have not been changed for longer than the specified number of days.	Are permanently deleted right away.
Do not delete before retention period expires	Are kept indefinitely.	Disappear from the chat list right away and are permanently deleted only after the specified number of days, counted from the deletion.

The behavior for chats that users delete applies to single chats as well as to Delete all chats.

What counts as a change: New messages and renaming a chat reset the period. Opening and reading a chat does not extend it. A chat that users keep working in is therefore not deleted.
Example: With Delete after retention period and 90 days, a chat last changed on March 1 is permanently deleted during the night from May 30 to May 31.
What is deleted: Permanent deletion removes the content of all messages as well as the files and images used only in this chat. Permanently deleted chats cannot be restored.
Not a deletion period: Do not delete before retention period expires does not delete any chats automatically. It only ensures that chats deleted by users remain stored for the specified number of days. Users cannot restore these chats.

The retention period also applies to existing chats. If you enable Delete after retention period or reduce the number of days, the following night permanently deletes all chats that have not been changed for longer than the new period.

External service monitoring

Setting	Description
Interval for external service monitoring (minutes)	Enables or disables monitoring and sets the time between checks.
Percentage range for yellow/warning status (min–max %)	Defines the range that the model monitoring dashboard displays as a yellow warning status.

The check interval and warning range can be edited when service monitoring is enabled. After making all changes, click Save.

Getting Started

Usage

Administration

Installation

Operations

Security

Changelog

Costs and network

Models and access

Retention

Chats retention period

External service monitoring

​Costs and network

​Models and access

​Retention

​Chats retention period

​External service monitoring

Costs and network

Models and access

Retention

Chats retention period

External service monitoring