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Uploading Files

Get PDFs, spreadsheets, contracts, and scans into the Documents hub, and understand what happens to them afterwards.

Overview​

There are three ways to upload:

  • Drag & drop β€” drop files anywhere on the Documents page. A hint appears as soon as you start dragging.
  • Upload button β€” click Upload in the page header.
  • Upload here β€” right-click any folder in the tree and choose Upload here to preselect the destination.

You can upload up to 10 files at once, and each file may be up to 50 MB by default. Administrators can lower or raise the size limit for a deployment β€” see Settings.

The Upload Dialog​

Before the upload starts you can set everything the files should inherit:

FieldDescription
Destination folderWhere the files land in the tree β€” defaults to the folder you were browsing
CategoriesCategories applied to every file in this batch
TagsTags applied to every file in this batch
Add to AI knowledgeMake these documents available to AI-powered answers
Classify with AILet AI suggest categories, tags and a summary for this batch
VisibilityOrganization or Private

Each file gets its own progress row. If one fails, the rest continue β€” use Retry on the failed row, or Clear finished to tidy up the list.

note

Classify with AI starts from your organization's default and applies to this batch only β€” turning it off here does not change the setting for anyone else. An administrator sets the default in Settings β†’ Documents. The toggle is hidden when no AI provider is configured, since there would be nothing to classify with.

Supported File Types​

Uploads are checked by inspecting the file's actual content, not just its extension. A file whose content does not match its extension is rejected with "This file's content doesn't match its extension".

FormatExtensions
PDF.pdf
Word.docx
Excel.xlsx
PowerPoint.pptx
OpenDocument Text.odt
OpenDocument Spreadsheet.ods
CSV.csv
Plain text.txt
Markdown.md
HTML.html, .htm
Images.png, .jpg, .jpeg, .webp, .gif
warning

SVG files and other XML-based markup are never accepted, in any form. They can carry active content that would run in a colleague's browser, so the hub rejects them outright rather than trying to clean them.

What Happens During Processing​

Every uploaded file moves through a short lifecycle. The current stage is shown as a badge in the table and in the detail panel.

StatusMeaning
ProcessingThe file is stored and its text is being read out
ReadyProcessing finished β€” the file is searchable and can be previewed
FailedThe text could not be read; the file itself is safe and still downloadable

Reading the text out is what makes content search and AI answers possible. It works for:

PDF Β· Word (.docx) Β· Excel (.xlsx) Β· CSV Β· plain text Β· Markdown Β· HTML

Other accepted formats β€” PowerPoint, OpenDocument files, and images β€” upload and store correctly, but their text cannot be read yet. They finish as Failed and go to the review queue so somebody notices. The file itself is intact: it can be downloaded, previewed, linked, categorized, and tagged like any other.

tip

A Failed status only ever means "the text could not be read". It never means the file was lost or damaged.

When Extraction Fails​

Open the document and use the detail panel:

  1. Retry β€” re-runs processing. Useful after a transient problem.
  2. Edit extracted text β€” type or paste the text yourself (see below).
  3. Do nothing β€” the file stays usable as a plain attachment.

A failed file is flagged Needs review with the reason Extraction failed, so it turns up in the review queue instead of quietly disappearing.

Correcting Extracted Text​

Scans, unusual layouts, and multi-column PDFs can produce messy text. Because search and AI answers read that text, it is worth fixing.

  1. Open the document's detail panel
  2. Click Edit extracted text
  3. Correct the text β€” the dialog reminds you that "search and AI answers use this text"
  4. Click Save & re-index

Once you have edited the text by hand it is protected: re-running processing will not silently overwrite your corrections.

Storage​

Uploads count against the organization's storage quota if one is set. Archived files still count β€” their bytes still exist. Administrators can see current usage in Settings β†’ Documents.