Company Documents
Upload your company documentation and enhance AI responses with your specific business processes and procedures.
What is Company Documents?
Company Documents is a knowledge base system that allows you to upload your internal documentation, procedures, policies, manuals, employee handbooks, product specs, and have the AI automatically search and reference them when answering questions.
Example: Instead of asking "What's our return policy?" and getting a generic response, the AI will search your uploaded "Customer Service Policy.pdf" and cite the exact procedure from your company documents.
How It Works
Upload Documents
Upload PDFs, Word documents, Excel spreadsheets, or text files containing your company procedures, policies, and manuals.
Automatic Processing
Text is automatically extracted from your files and indexed for fast full-text search. Processing typically takes 5-30 seconds.
AI Search & Citation
When you ask questions in chat, the AI automatically searches your documents, finds the top 3 most relevant files, and includes excerpts in its context. Responses cite documents as [CompanyDoc 1].
You: What's our onboarding process?
AI: According to your HR onboarding policy [CompanyDoc 1], new employees must complete:
1. Welcome orientation on Day 1
2. System access setup within 48 hours
3. Training modules in first week
Getting Started
Step 1: Navigate to Company Docs
Go to Dashboard → Company Docs in the main navigation
Step 2: Upload Your First Document
- Click "Upload Document"
- Select a file (PDF, Word, Excel, or text file - max 50MB)
- Fill in optional metadata (title, category, description, tags)
- Click "Upload Document"
Step 3: Ask Questions
Go to Dashboard → AI Chat and ask questions about your uploaded documents. The AI will automatically search and cite them!
Supported File Formats
| Format | Extensions | Notes |
|---|---|---|
.pdf | Text-based PDFs only (scanned PDFs not yet supported) | |
| Word | .docx, .doc | Microsoft Word documents |
| Excel | .xlsx, .xls | Spreadsheets (all sheets extracted) |
| Text | .txt, .md | Plain text and Markdown files |
| Data | .csv, .json | Comma-separated and JSON files |
Maximum file size: 50 MB per file
Best Practices
What to Upload
- • Standard operating procedures
- • Employee handbooks
- • Product specifications
- • Sales playbooks
- • Internal wikis
- • Training materials
- • Policy documents
Avoid Uploading
- • Scanned PDFs (OCR not yet supported)
- • Image-only documents
- • Sensitive passwords/credentials
- • Temporary notes
- • Draft documents
- • Outdated versions
Pro Tips
- Use clear titles: "2025 Remote Work Policy" instead of "policy_v3_final_FINAL.docx"
- Add descriptive tags: "remote-work, policy, 2025, hr, flexible-hours"
- Keep documents updated: Delete outdated versions when procedures change
- Ask specific questions: "What are the steps for remote employee onboarding?" works better than "Tell me about HR stuff"
Privacy & Security
Data Storage
- • Documents stored securely on server
- • Text extracted and indexed for search
- • Original files preserved
- • Files encrypted at rest
- • HTTPS encryption for uploads
Access Control
- • User-scoped: Only you can access
- • Company-scoped: Shared with team (future)
- • Platform admins cannot see user documents
- • Documents remain until you delete them
- • Usage logs retained for 90 days
Common Issues & Solutions
Document shows "Failed" status
Common causes:
- PDF is scanned/image-only (OCR not supported yet)
- File is corrupted
- File exceeds 50MB limit
- Document is password-protected
Solution: Check the error message, try re-uploading, or convert scanned PDFs to text-based PDFs.
AI doesn't use my documents
Check:
- Document status is "Completed" (green)
- Ask questions related to document content
- Documents have relevant text content (not just images/tables)
- Try more specific questions
Example: If you uploaded "Sales Process.docx", ask "What are our sales qualification criteria?" instead of "What is sales?"
Document stuck in "Pending" status
Solution: Click the "Process N Pending Documents" button to manually trigger processing. If still stuck, refresh the page or try re-uploading.