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 user (only for a proxy that requires authentication)	User name for a proxy server that requires a login. If the field stays empty, VARIOS AI uses the proxy server without credentials.
Proxy password	Password for the proxy user. Once saved it is never shown again and never delivered through the interface. An empty field keeps the stored password; Remove stored password deletes it.
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.

Do not put the user name and password into Proxy server address and port; use the Proxy user and Proxy password fields. Only then is the password hidden after saving.

Store the proxy server from the command line

In a new installation you cannot reach this screen while the Microsoft Entra ID login itself requires a proxy server. The same applies when a wrong proxy server has been saved here: the login then fails and the values can no longer be corrected on this screen. For those cases, store the proxy server from the command line of the php container. The commands write exactly the settings of this screen, which makes a first login possible.

docker compose exec -u www-data php /data/flow proxy:set \
  --https-url proxy.example.com:8080 \
  --user proxy-user \
  --password secret \
  --exceptions intranet.example.com \
  --certificate-file /data/Data/Persistent/proxy-ca.pem

Option	Setting
`--https-url`	Proxy server address and port
`--http-url`	Proxy server for targets that are reached over HTTP. Only required if needed.
`--user`	Proxy user
`--password`	Proxy password; an empty value removes the stored password
`--exceptions`	Proxy exceptions (comma-separated hostnames)
`--certificate-file`	Path to a file that contains the certificate in PEM format. Its content is written to Proxy Certificate (PEM format).

Options you do not pass stay unchanged. The stored values take effect immediately; restarting the instance is not necessary.

Command	Purpose
`proxy:show`	Shows the stored proxy configuration. It does not print the password, only whether one is stored.
`proxy:set`	Stores the proxy server, the credentials, the exceptions and the certificate.
`proxy:remove`	Removes the proxy configuration completely — all six values, credentials included — for example when a wrong proxy server prevents the login.

Run the commands after the installation has finished. As long as the settings of the instance do not exist yet, proxy:set reports this and changes nothing.

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

Store the proxy server from the command line

Models and access

Retention

Chats retention period

External service monitoring

​Costs and network

​Store the proxy server from the command line

​Models and access

​Retention

​Chats retention period

​External service monitoring

Costs and network

Store the proxy server from the command line

Models and access

Retention

Chats retention period

External service monitoring