Managing Documents

Learn how to organize, update, and maintain your knowledge base.

Viewing Documents

Access your documents from the Knowledge Base section:

• View all documents in a list or grid
• See processing status for each document
• Check when documents were added or updated

Document Details

Click on any document to view:

• File information — Name, size, format, upload date
• Processing status — Current state in the pipeline
• Chunk count — Number of searchable segments created

Organizing Documents

Using Folders

Create folders to organize related documents:

1. Click New Folder
2. Enter a folder name
3. Drag documents into folders

Suggested organization:

• By topic (Products, Policies, FAQs)
• By department (Sales, Support, HR)
• By document type (Guides, References, Tutorials)

Moving Documents

Move documents between folders:

• Drag and drop
• Or use the document menu → Move to

Updating Documents

Replace a Document

To update existing content:

1. Find the document in Knowledge Base
2. Click the document menu (⋮)
3. Select Replace
4. Upload the new version

The old content is removed and replaced with the new version.

Re-process a Document

If you need to re-process without replacing:

1. Click the document menu (⋮)
2. Select Re-process

This is useful if processing failed or you want to apply updated processing settings.

Deleting Documents

Remove documents you no longer need:

1. Select the document(s)
2. Click Delete or use the document menu
3. Confirm deletion

Bulk Operations

Manage multiple documents at once:

1. Select multiple documents using checkboxes
2. Use the bulk action menu:
   • Move — Move to a folder
   • Delete — Remove selected documents
   • Re-process — Re-process all selected

Search and Filter

Find specific documents:

• Search — Search by document name
• Filter by status — Show only processed, processing, or failed
• Filter by folder — View documents in specific folders
• Sort — By name, date, size, or status

Maintenance Tips

Regular Cleanup

• Remove outdated documents
• Delete duplicates
• Archive old versions

Keep Content Current

• Update documents when information changes
• Add new documents as your knowledge grows
• Review periodically for accuracy

Monitor Processing

• Check for failed documents
• Re-process if needed
• Ensure all content is searchable

Storage Management

Track your storage usage:

1. Go to Billing or account settings
2. View current storage used vs. available
3. Delete unnecessary documents to free space

Plan your storage needs based on:

• Number and size of documents
• Growth rate of your knowledge base
• Your plan's storage limits