Data Indexing

Overview

Terminal X supports multiple ways for your firm to bring internal documents into the VDB for search and analysis. Each integration option is designed with different levels of setup effort, depending on your firm's infrastructure and access model.

1. Email Indexing — Easiest, Zero Setup

Email Indexing provides the simplest way to upload documents into Terminal X. Ideal for quick uploads, research notes, reports, and ad-hoc document sharing.

2. SharePoint & Google Drive — Simple, Guided, No Engineering Needed

For teams using cloud-based file storage, Terminal X offers direct integrations with SharePoint and Google Drive. These connections are set up directly by an authorized user (e.g., Site Owner) via a guided UI process.

3. AWS S3 — Most Secure, Requires Light IT Involvement

AWS S3 integration is suited for firms with dedicated cloud infrastructure or large-scale document repositories. This method requires setting up a cross-account IAM role for maximum security and is managed in partnership with your firm’s IT or cloud team.

1) Email Indexing

The TerminalX Email Indexing feature provides a simple, zero-configuration way to upload and index documents directly from your email account into VDB.

How to Sync Email Documents

1. Forward your email

From your email account, forward any message with attachments to: index@terminal-x.ai. You can also forward or cc the entire email communication.

2. Automatic Processing

TerminalX automatically detects your email, extracts the attachments, and places the files inside your account's Document Repository (PDR).

3. Visibility

Your uploaded email attachments will appear inside a dedicated "Email Attachments" folder within the PDR.

That’s it — no setups, no configuration is required to get started.

Individual Email Indexing

• Indexing Email Address: [email protected]
• Visibility: Attachments appear only in your individual PDR.
• Usage: Only you can view and search the uploaded documents.

Team-Level Email Indexing

• Indexing Email Address: [email protected]
• Visibility: Attachments sent here are shared with the entire firm's VDB.
• Usage: Everyone in the firm can search and use the uploaded files.

Note: Team-Level Inbox ([email protected]) can be enabled upon request by contacting the TerminalX support team.

Auto-Forwarding

You may also configure your email provider to auto-forward emails to TerminalX for continuous indexing.

• Outlook: The Outlook mail server must allow users to create auto-forwarding rules. This is required to push Outlook emails into TerminalX.
• Gmail: Gmail requires a Confirmation Code to be sent to the forwarding address (index+me@... or index+team@...). Users must request this confirmation code via TerminalX Support.

Limitations

1. Gmail limits total email size (body + attachments) to 25MB per message.

2. Attachment count is limited to 10 downloadable files per email.

3. Supported File Types

• PDF
• Word documents (DOC / DOCX)
• PowerPoint slides (PPT / PPTX)
• Spreadsheets (Excel or CSV files)
• Text or email export formats (.msg/.eml)
• Most common research, memo, or report attachments

Additional file types can be enabled based on your firm’s requirements.

2) Sharepoint

To set up a SharePoint Workspace Connection with permission mirroring, the initiating user must have Site Owner access for each SharePoint site they plan to sync.

Giving Access

1. Click on the “Connect SharePoint” button in the TerminalX site to begin the integration.

2. You’ll be redirected to the one drive oAuth screen. Click accept to give access to our application.

3. After granting access, you will be prompted to select the specific SharePoint account and folders you want to connect.

Data Syncing Process

Initial Sync: Once SharePoint is connected, Terminal X begins indexing your selected folders into VDB. Depending on the size of the data, the initial sync may take one to two days to complete.

Automatic Updates: After the initial sync, Terminal X runs an automatic refresh every 15 minutes, ensuring that any new files or changes in your SharePoint are continuously indexed into VDB.

File Size & Types: Files up to 100 MB are supported. Accepted formats include PDF, PowerPoint, Excel, Word documents, and email messages (.msg/.eml).

Visibility: Once indexed, the content is available to the firm by default. All authorized users can leverage it in Terminal X search queries.

Disconnect

If you decide to remove the integration, you can request a disconnect by contacting the Terminal X support team via email.

Once disconnected, no new files will be synced or indexed from SharePoint.

Previously indexed content can remain in VDB if desired, allowing your firm to continue using it in queries even after the connection is removed.

3) Google Drive

To set up a Google Drive connection, the initiating user must have a Google account with access to the folders or shared drives they plan to sync with Terminal X.

Giving Access

1. Click on the "Connect Google Drive" button in the Terminal X site to begin the integration.

2. A Google sign-in and consent window will open.

3. Choose the Google account that owns or has access to the files you want to sync.

4. Review the requested permissions and click "Allow" to grant Terminal X secure access.

5. After granting access, you will be prompted to select the specific My Drive folders and/or Shared Drives you want to connect.

Data Syncing Process

Initial Sync: Once Google Drive is connected, TerminalX begins indexing your selected folders into VDB. Depending on the size of the data, the initial sync may take a few hours to one or two days.

Automatic Updates: After the initial sync, TerminalX runs an automatic refresh every 15 minutes, ensuring that new, modified, or deleted files are continuously indexed into VDB.

File Size & Types: Files up to 100 MB are supported. Accepted formats include PDF, PowerPoint, Excel/Google Sheets, Word/Google Docs, and email exports (.msg/.eml).

Visibility: Once indexed, the content is available to the firm by default. All authorized users can leverage it in TerminalX search queries. TerminalX does not alter permissions inside Google Drive; it only indexes the content you chose to share.

Disconnect

You can disconnect Google Drive at any time from within Terminal X by clicking the "Disconnect Google Drive" button in the integrations section.

Alternatively, you can go to Google Account > Security > Third-party access and remove Terminal X from the list of connected apps.

Once disconnected, no new files will be synced or indexed.

Previously indexed content can remain in VDB if desired, allowing your firm to continue using it in queries even after the connection is removed.

4) AWS S3

To set up an AWS S3 connection, you must have access to the S3 bucket(s) containing the files you want to sync with Terminal X.

Giving Access

1. Create a Read-Only IAM Policy

Define an AWS IAM policy that grants read-only access (s3:GetObject and s3:ListBucket) to the specific S3 buckets or folder paths you intend to share.

Include only the exact locations you want Terminal X to access.

2. Create a Cross-Account IAM Role

Create an AWS IAM Role and attach the read-only policy you just created.

Configure the role’s Trust Relationship to allow access from the TerminalX AWS Account ID: 912892869657.

3. Send Connection Details to Terminal X

Once the role is created, collect the following information:

• Role ARN
• Bucket name(s)
• Folder path(s) (if only sharing part of a bucket)
• Region of each bucket

Email these connection details to the Terminal X team at [email protected].

Data Syncing Process

Initial Sync: After the connection is set up, Terminal X begins indexing the S3 locations you shared into VDB. Depending on the amount of data, this may take several hours to one or two days.

Automatic Updates: Once the initial sync is complete, Terminal X performs background refreshes approximately every 15 minutes, ensuring that:

• New files
• Updated files
• Deleted files are reflected inside Terminal X without any manual action required.

File Size & Types: Terminal X can index and work with most common document and data formats stored in S3, including:

• PDF
• Word documents (DOC, DOCX)
• Presentations (PPT, PPTX)
• Spreadsheets & tabular data (XLS, XLSX, CSV)
• Text-based files (TXT, Markdown, etc.)

Additional formats can be added based on your firm’s requirements.

Disconnect

You can stop Terminal X from accessing your S3 data at any time by having your IT/cloud team remove or disable the IAM role and permissions created for Terminal X in AWS.

Alternatively, you can email the Terminal X team for assistance, and we’ll guide your team through disconnecting or decommissioning the integration.

Once disconnected, Terminal X will no longer be able to read from your S3 buckets.