The Upload Documents screen lets you upload files directly to Airgentic for indexing. This is useful for content that isn't available via web crawl—such as internal PDFs, policy documents, or standalone HTML files.

When to use Upload Documents

Use this feature when you have files that:

• Are not publicly accessible on your website (internal HR documents, policies, training materials).
• Need to be added quickly without configuring a web crawl.
• Are in PDF, Word, or HTML format and contain text the AI should be able to search.

For content that is already on your website, use Data Sync and the web crawler instead.

Public vs. Secure Documents

The Upload Documents screen has two tabs:

Choose Public Documents for general content that doesn't contain sensitive information.

Choose Secure Documents for internal or confidential content. When a user asks a question and receives a citation link to a secure document, they must be logged in to view it. This integrates with Secure Services and your identity provider.

Supported file types

You can upload the following file types:

• HTML (.html, .htm) — Web pages or exported HTML content.
• PDF (.pdf) — Reports, policies, manuals, and other PDF documents.
• Word (.doc, .docx) — Microsoft Word documents.

Each file can be up to 50 MB in size.

Uploading files

1. Open the Upload Documents screen from the Data Sources page (click the Upload Documents button).
2. Select the Public Documents or Secure Documents tab.
3. Drag files onto the upload area, or click to browse and select files.
4. Wait for the upload to complete.

Uploaded files appear in the document list below the upload area.

Overwriting existing files

If you upload a file with the same name as an existing file, you'll be prompted to confirm. Choosing to continue will replace the old file with the new one.

Document list

The document list shows all files in the selected tab (public or secure):

If no documents have been uploaded yet, you'll see a message indicating the folder is empty.

Indexing documents

Uploaded documents are not searchable until you index them.

After uploading, you'll see a notification bar: "You have unindexed documents". Click the Index Documents button to start indexing.

You can also click the Index Documents button at the top right of the screen at any time to index all uploaded documents.

What happens during indexing

When you click Index Documents:

1. The system reads each uploaded file.
2. Text is extracted from PDFs and Word documents.
3. Content is processed and added to the search index.
4. The AI can now answer questions using this content.

Large PDF files may take a few minutes to process. You'll receive an email notification when indexing completes.

Deleting documents

To remove a document:

1. Click the delete icon (trash) in the Actions column.
2. Confirm the deletion in the modal.

Deleted documents are removed from storage and will no longer appear in search results after the next index run.

Best practices

• Use descriptive filenames — The filename appears in citations, so 2024-leave-policy.pdf is better than document1.pdf.
• Keep files up to date — When policies change, upload the new version with the same filename to replace the old one.
• Index after uploading — Remember to click Index Documents, otherwise new files won't be searchable.
• Choose the right tab — Use Secure Documents for anything confidential; use Public Documents for general content.