Documents

A document is a file you upload so its content is indexed and added to your agents’ knowledge. Once a document is uploaded and ready, agents in the workspace can draw on it to answer users.

Documents live under Sources, alongside Web sources and Resource libraries, and belong to the workspace.

How agents use documents

An uploaded document is indexed as knowledge in the workspace. Once its Embedding Status is Ready, agents can retrieve relevant passages from it to answer users. Use tags to organize your documents and control how they are used — for example, the reserved public-documents tag lets users download a document when it’s surfaced in a conversation.

The full flow at a glance

The walkthrough below replays every step in the real interface. Use Prev / Next to move at your own pace; each step highlights the button to click and the area to watch.

Step by step

1. Open Documents

In Studio, open the left sidebar, expand the Sources section, then select Documents.

2. Upload a document

1. Click Drag or upload a file (top-right of the page), or drag a file onto the drop zone.
2. In the Tags for this upload dialog, optionally click Add tag to apply tags to every file in the upload.
3. Click Upload.

The document appears in the table right away.

3. Wait until it’s ready

Each document shows an Embedding Status. It moves from Processing to Ready once the file has been indexed. Only a Ready document is fully usable by your agents. The table also shows the document’s Tags and the last update time.

4. Manage a document

Open the ⋮ menu at the end of a document’s row to:

• Download Document — download the original file.
• View — see the document’s details and content.
• Edit — rename the document and change its tags.
• Delete — remove the document and its indexed content.

5. Manage several documents at once

1. Tick the checkbox on each row you want to manage. A toolbar shows how many are selected.
2. From the toolbar, choose Add tag, Remove tag, or Delete to apply the action to every selected document.
3. To select everything, tick the checkbox in the header, next to Title.

6. Create and manage tags

Documents and web sources share the same tags. To create, edit or delete tags, open the Tags panel from the top-right of the page — the steps are the same as in the Web sources guide.

The reserved tag public-documents is special: when a document carrying it is surfaced in a conversation, the user is allowed to download it.

Tips

• Upload the documents most relevant to what your users ask — focused, well-named files give the best answers.
• Use tags to keep large document sets organized and to control which ones are downloadable by users.
• Select several documents to tag or clean them up in one go.

Troubleshooting

• An agent doesn’t use a document — check that its Embedding Status is Ready; a document still Processing isn’t available yet.
• A document failed to process — open the ⋮ menu to review it, then re-upload it if needed.
• I need to change many documents’ tags — select them and use Add tag or Remove tag from the selection toolbar.