Managing Documents
Search, filter, view, rename, and delete documents in your knowledge base.
Managing Documents
The Documents section below the upload area displays all files in your knowledge base. It provides tools for searching, filtering, and managing your documents.
Documents Table
The table shows your documents with the following columns:
| Column | Description |
|---|---|
| Name | File name with type icon and tags |
| Type | File format badge (PDF, DOCX, etc.) |
| Size | File size in human-readable format |
| Status | Processing status (Ready, Processing, Pending, Failed) |
| Date | Relative upload time (e.g., "2 hours ago") |
| Actions | Context menu for document operations |
Status Indicators
Each document shows its processing status with a colored badge:
| Status | Color | Meaning |
|---|---|---|
| Ready | Green | Processed and available to agents |
| Processing | Blue | Currently being analyzed |
| Pending | Orange | Waiting in the processing queue |
| Failed | Red | Processing failed (error message shown) |
Searching and Filtering
Search
Type in the search bar to filter documents by file name. The search is case-insensitive and updates results as you type.
File Type Filter
Click file type badges (PDF, DOCX, XLSX, CSV, TXT, etc.) to show only documents of specific types. Click a selected badge again to remove the filter.
Status Filter
Click status badges (Pending, Processing, Ready, Failed) to show only documents in specific states.
Sort Order
Use the sort dropdown to order documents by:
| Sort Option | Description |
|---|---|
| Newest | Most recently uploaded first (default) |
| Oldest | Oldest uploads first |
| Name | Alphabetical by file name |
| Size | Largest files first |
Clearing Filters
Click the Reset button that appears when any filters are active to reset all filters and show all documents.
Document Actions
Click the three-dot menu on any document row to access actions:
View Extracted Text
Available for documents with Ready status. Opens a dialog showing the extracted text content. You can also click directly on a document row with Ready status to view its content.
This is useful for verifying that OCR and text extraction worked correctly.
Download
Download the original file to your computer.
Rename
Change the display name of a document. The original file is preserved; only the display name changes.
- Click Rename from the actions menu
- Enter the new file name in the dialog
- Click Confirm to save
Retry
Available for documents with Failed status. Resubmits the document for processing.
Delete
Permanently remove a document from your knowledge base.
- Click Delete from the actions menu
- Confirm the deletion in the dialog
Permanent Deletion
Deleting a document removes it from your knowledge base and all agent search indexes. This action cannot be undone.
Pagination
When you have many documents, the table paginates automatically:
- Select how many rows to display per page (10, 25, 50, or 100)
- Navigate between pages using the arrow buttons
- The current range is shown (e.g., "1-10 of 42")
Mobile View
On mobile devices, documents display as cards instead of a table. Each card shows the file name, type, status, and provides the same action menu. The mobile view uses a default of 5 items per page for faster loading.