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 — open a details panel showing the document’s metadata (Created At, Updated At, File Name, Size, Language, MIME Type), its Embedding Status, any Embedding Error, its Tags, and the extracted content.
• Edit — rename the document (Title) and change its Tags, then click Update.
• Reprocess — re-run indexing on a document. This item appears only when the Embedding Status is Failed, and starts again immediately (no confirmation).
• 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. Open the Tags panel from the top-right of the page to manage them; it lists your tags as a tree, so a tag can be nested under a parent tag.

1. Click Create tag. In the Create tag dialog, enter a Name and an optional Description.
2. To nest it, open the Parent tag picker and choose a parent (leave it None for a top-level tag). The Parent tag field only appears once at least one other tag exists.
3. Click Create. The new tag appears in the tree, indented under its parent.

Hover any tag to edit it (pencil) or delete it (trash). The reserved public-documents tag can’t be edited or deleted.

The reserved tag public-documents controls who can download an uploaded document. Workspace admins and owners can always download any document from Studio (the ⋮ menu above); a regular member can download a document only when it carries public-documents. They do it from a conversation: under an assistant reply they open the Sources panel and click Download Document on the file. The Sources panel is itself an optional feature — if replies show no Sources button, contact the Bayes team to enable 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 — its Embedding Status shows Failed; open the ⋮ menu and choose Reprocess to try indexing again.
• I need to change many documents’ tags — select them and use Add tag or Remove tag from the selection toolbar.