Managing Documents

After uploading documents, you may need to organize, update, or remove them. This guide covers document management tasks.

Viewing Documents

Document List

Open any collection to see all its documents. Each document shows:

• Name - The file name
• Status - Processing, Completed, or Failed
• Chunks - Number of searchable segments
• Uploaded - When it was added
• Tags - Any assigned tags

Document Details

Click a document name to see:

• Full metadata
• Processing status
• Tags
• Options to preview, download, or delete

Document Status

Why Documents Fail

Common reasons:

• Corrupted file
• Unsupported format
• Scanned/image-only PDF (no extractable text)
• File too large for your plan

See Document Processing Issues for solutions.

Tagging Documents

Tags help you organize documents and filter searches.

Adding Tags

1. Click the document to open its details
2. Click Add Tags or the tag icon
3. Type a tag name (e.g., "2024", "Policy", "Draft")
4. Press Enter to add
5. Repeat for additional tags

Tag Best Practices

Use consistent names:

• "2024" not "2024", "24", "twenty-twenty-four"
• "HR" not "HR", "hr", "Human Resources"

Common tag categories:

• Year: "2024", "2023"
• Department: "HR", "Engineering", "Sales"
• Status: "Current", "Archived", "Draft"
• Topic: "Benefits", "Security", "API"

Removing Tags

1. Open document details
2. Click the X on any tag to remove it

Filtering by Tags

When chatting, filter to search only tagged documents:

1. Open chat for the collection
2. Click the Filter button
3. Select one or more tags
4. Ask your question

The AI will only search documents that have ALL selected tags.

Previewing Documents

For documents stored in the system:

1. Click the document to open details
2. Click Preview

PDFs open in a new browser tab. Other file types may download instead.

Note: Preview generates a temporary link valid for 1 hour.

Downloading Documents

To download the original file:

1. Click the document to open details
2. Click Download

The original file downloads with its original filename.

Deleting Documents

Single Document

1. Click the document to open details
2. Click Delete
3. Confirm the deletion

Important Notes

• Deleting is permanent and cannot be undone
• All searchable chunks are removed immediately
• The document will no longer appear in chat results
• Storage space is freed immediately

Bulk Operations

Currently, documents must be managed individually. For bulk operations:

1. Bulk upload: Drag multiple files at once
2. Bulk delete: Delete the entire collection (removes all documents)

Bulk tagging and bulk delete for individual documents are planned features.

Document Limits

Your plan limits the number of documents and storage:

To check your usage:

1. Go to Settings
2. Click Usage
3. View document count and storage used

Re-processing Documents

If a document needs to be re-processed (e.g., after a system update):

1. Delete the document
2. Upload it again

There's currently no "re-process" button, but this is a planned feature.

Best Practices

Keep Documents Updated

• Remove outdated versions
• Replace with current documents
• Archive old content in a separate collection if needed

Use Descriptive Names

• Rename files before uploading for clarity
• "Employee-Handbook-2024.pdf" > "doc1.pdf"

Remove Duplicates

• Duplicate documents waste storage
• They can also confuse search results
• Check for similar documents before uploading

Tag Consistently

• Create a tagging strategy for your team
• Document your tag naming conventions
• Review and clean up tags periodically

Related Articles

• Uploading Documents
• Creating Collections
• Document Processing Issues

Need Help?

Contact our support team if you need help managing your documents.