> ## Documentation Index
> Fetch the complete documentation index at: https://docs.varios-ai.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Settings

> The global system settings of your VARIOS AI instance

<Tip>Home > "Admin Menu" > "Settings"</Tip>

The system settings of your VARIOS AI instance

## General

Max. costs per month in \$

* Set an upper limit for your maximum monthly costs

Proxy server address and port (e.g., "203.0.113.0:8080")

* Optional: Set up a proxy server, define exceptions (bypass list), and store the proxy certificate.

Default AI model for generating title and summary

* Select the AI model you want to use for generating your chat titles and chat summaries

Default AI model for new assistants

* Select the AI model that is preselected by default for a new assistant

Default AI model for generating embeddings

* Select the AI model you want to use for generating your embeddings

Chats retention period (in days) (in days):

* Infinite -> Chats are not deleted automatically
* Delete after the retention period -> If users do not delete chats beforehand, they will be automatically deleted after the specified number of days
* Do not delete before the retention period expires -> If users delete chats in advance, final deletion will only occur after the specified number of days

Retention period for log files (in days)

* Set how many days your log files are retained

Knowledge base search mode

* Define the search strategy for the embedding model. Best practice: Hybrid approach combining vector search and full-text search.

External service monitoring interval

* Enable service monitoring and set the default check interval (in minutes) for our test tokens.

Percentage range for the yellow/warning indicator in the model monitoring dashboard

* Define the percentage range for the yellow warning indicator in the model monitoring dashboard.

## Privacy

| Setting                               | Description                                                     |
| ------------------------------------- | --------------------------------------------------------------- |
| **Show user statistics in dashboard** | Enables the display of usage statistics in the admin dashboard. |
| **Allow OpenAI document processing**  | Allows document processing via the OpenAI API.                  |
| **Debug Mode**                        | Allows SuperAdmins to use Debug Mode                            |

## PII Data Processing Mode

Choose how detected personally identifiable information (PII) should be handled before being passed on to the AI model. In anonymization, the original data is irreversibly removed; in pseudonymization, the PII values are substituted with placeholders before processing and automatically reinserted into the resulting model response.

### Sensitivity Labels for Files

Sensitivity labels are a Microsoft feature that allows you to classify and protect files based on their sensitivity. With this feature, you can prohibit the use of classified files.

### DLP Entities

Define which sensitive data the DLP module should identify and monitor:

* User first name, last name
* Credit card
* IBAN
* Cryptocurrency
* Phone number
* Email address
* Person
* IP address
* NRP (Nationality, Religion, Politics)
* Location

### Deny List Entries

Add regex (regular expressions) with descriptions that should be explicitly filtered out by DLP.

### Allow List

Add terms that should explicitly **not** be filtered out by DLP.

### Permitted URL Protocols

Add your own protocols in addition to the standard protocols (`http`, `https`, `mailto`, `tel`).

Data protection text

* Define the Data protection text that is displayed when registering in the instance. This must be confirmed by every user before using VARIOS AI.

## Theme Settings

Customize the appearance of your VARIOS AI instance to match your corporate branding.

| Field                     | Description                                                                                   |
| ------------------------- | --------------------------------------------------------------------------------------------- |
| **Title**                 | The display name of your instance (e.g. "VARIOS AI"). Shown in the browser tab and interface. |
| **Favicon**               | The small icon displayed in the browser tab. Upload an image file.                            |
| **Logo Dark Background**  | Logo for dark mode. Choose an image with a transparent background.                            |
| **Logo Light Background** | Logo for light mode. Choose an image with a transparent background.                           |

<Tip>
  Use PNG files with transparent backgrounds for the logos so they blend
  seamlessly into both color modes.
</Tip>

## Advanced settings

Instance system prompt

* This system prompt is applied to all chats in this instance. It defines the AI’s basic behavior in the instance.

Best-practice system prompt

* This system prompt is used as a template for new prompts. It provides best practices for creating effective prompts.

### System Prompt Generator

* Define the model for the system prompt generator

<Tip>
  It is recommended to use a high-quality AI model here.
</Tip>

Meta Prompt for Generation and Editing

* This prompt is used for the generation and editing of system prompts with the system prompt generator.

### Import Prompt Library

* Define whether the prompt library should be imported

Reset Error Counter and Start Import

* Restart the import of the prompt library

## Expert Settings

<Note>
  The **Expert Settings** tab is only displayed if you have enabled the
  [Expert View](../usage/account/expert-view) in your account settings.
</Note>

### Hybrid Search Weighting

Configure the weighting between vector search and full-text search for the hybrid search mode. The sum of both weights should equal 100%.

| Field                   | Description                                                       |
| ----------------------- | ----------------------------------------------------------------- |
| **Vector Weighting**    | Weight of the vector search (semantic similarity). Default: `50`. |
| **Full-Text Weighting** | Weight of the full-text search (keyword matches). Default: `50`.  |

<Tip>
  An even distribution (50/50) is a good starting point. Increase the vector
  weighting for semantically demanding searches or the full-text weighting for
  exact keyword matches.
</Tip>

### Chunk Configuration

Configure how documents are split into sections (chunks) for processing by the embedding model.

| Field             | Description                                                                   |
| ----------------- | ----------------------------------------------------------------------------- |
| **Chunk Size**    | Maximum size of a chunk in characters. Default: `2000`.                       |
| **Chunk Overlap** | Number of characters that overlap between consecutive chunks. Default: `500`. |

<Warning>
  Changes to the chunk configuration may require existing documents in the
  knowledge base to be re-embedded. Depending on the amount of data, this can
  take time and incur costs.
</Warning>

## System information

Instance status

Instance version

Release channel

* Extended Support Release (ES): Focus on stability and reliability
* Monthly Release: Focus on innovation and feature growth

Account ID

* The account ID of your instance

Enable support access

* Enables temporary access for the VARIOS AI support team. The team can review the settings and configuration of your instance to assist with issues. **User chats are not accessible.**

<Note>
  Only enable support access when needed (e.g. when submitting a support
  ticket) and disable it again afterwards.
</Note>

License key

* The license key of your instance

**System update**

System status:

* Is your system up to date or is an update available

Change version

* Update or downgrade your system to a different version

<Danger>
  Create a backup of the server before updating the system.
</Danger>