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Managing Documents

Keep your knowledge base organized and up to date.

Viewing Documents​

  1. Go to "Knowledge Base"
  2. View all documents with:
    • Name and type
    • Upload date
    • Processing status
    • Size and page count

Document Details​

Click on any document to see:

  • Content preview - View extracted text
  • Metadata - File info, dates, status
  • Chunks - How the document was split
  • Access settings - Who can access
  • Usage - How often content is retrieved

Editing Documents​

Edit Document Text​

For documents that allow editing:

  1. Click on the document
  2. Click "Edit"
  3. Modify the content
  4. Click "Save"
note

Editing triggers re-embedding, which may take a moment.

Update Document Metadata​

Change name, description, or tags:

  1. Click on the document
  2. Go to "Settings" tab
  3. Update fields
  4. Click "Save"

Replacing Documents​

To update a document with a new version:

  1. Click on the document
  2. Click "Replace"
  3. Upload the new file
  4. Confirm replacement

The new content replaces the old while preserving:

  • Access settings
  • Tags and metadata
  • Document ID

Deleting Documents​

Single Document​

  1. Click on the document
  2. Click "Delete"
  3. Confirm deletion

Bulk Delete​

  1. Select multiple documents
  2. Click "Delete Selected"
  3. Confirm deletion
danger

Deletion is permanent. Consider archiving important documents instead.

Organizing Documents​

Tags​

Add tags to organize documents:

  1. Click on the document
  2. Add tags (e.g., "product", "support", "v2")
  3. Filter by tags in the document list

Folders​

Create folders for organization:

  1. Click "New Folder"
  2. Name the folder
  3. Drag documents into folders

Filtering and Sorting​

Filter documents by:

  • Type (PDF, web, video, etc.)
  • Status (ready, processing, failed)
  • Date (uploaded, modified)
  • Tags
  • Access level

Sort by:

  • Name
  • Date
  • Size
  • Type

Storage Management​

Viewing Usage​

  1. Go to "Settings" > "Usage"
  2. View storage breakdown by type
  3. See what's consuming the most space

Reducing Storage​

  • Delete unused documents
  • Remove outdated content
  • Compress images before upload
  • Archive old versions

Document Status​

StatusDescriptionAction
ReadyProcessed and searchableNone needed
ProcessingBeing processedWait
FailedError occurredRetry or delete
PendingWaiting to processWait

Retrying Failed Documents​

  1. Click on the failed document
  2. View the error message
  3. Click "Retry" or fix the issue

Best Practices​

Regular Maintenance​

  • Review documents monthly
  • Remove outdated content
  • Update stale information
  • Check for processing errors

Organization​

  • Use consistent naming conventions
  • Apply tags systematically
  • Group related documents in folders

Quality​

  • Ensure documents are relevant
  • Remove duplicate content
  • Verify content accuracy