Upload Documents to Knowledge Base
Import documents from your computer to build your knowledge base. Supported formats include PDF, Word documents, text files, and more.
Upload now: Open your Knowledge Base and click on a knowledge base to upload documents.
Looking to import web content instead? See Web Crawling.
Supported File Formats
| Format | Extension | Max Size | Best For |
|---|---|---|---|
.pdf |
50 MB | Manuals, policies, reports | |
| Word | .docx |
50 MB | Training materials, guides |
| Text | .txt |
50 MB | FAQs, plain content |
| Markdown | .md |
50 MB | Structured documentation |
| CSV | .csv |
50 MB | Product catalogs, data tables |
Limits:
- Maximum 100 files per knowledge base
- Maximum 50 MB per file
- Processing time: seconds to minutes depending on file size
Step-by-Step Upload Guide
1. Navigate to Your Knowledge Base
- Go to Knowledge Base in the sidebar
- Click on your knowledge base (or create one first)
2. Open the Upload Section
The "Add Documents" section is at the top of the knowledge base detail page.
3. Select Files
Drag and drop files into the upload area, or click to browse your computer.
You can select multiple files at once.
4. Monitor Processing
Each file goes through these stages:
| Stage | Duration | What Happens |
|---|---|---|
| Uploading | Seconds | File transferred to server |
| Processing | Seconds-Minutes | Text extracted, chunked |
| Embedding | Seconds | Vectors generated |
| Indexing | Seconds | Stored for retrieval |
5. Verify Success
Check the document list for status:
- Completed (green checkmark): Ready for use
- Failed (red X): See Troubleshooting
File Preparation Best Practices
PDF Files
Do:
- Use text-based PDFs (not scanned images)
- Include clear headings and structure
- Use standard fonts
- Keep under 50 pages per file
Don't:
- Upload password-protected PDFs
- Use PDFs with heavy graphics/images
- Upload scanned documents without OCR
Word Documents (DOCX)
Do:
- Use heading styles (H1, H2, H3)
- Include a table of contents for long docs
- Use standard formatting
Don't:
- Embed complex charts
- Use text boxes extensively
- Include tracked changes
Text Files
Best for simple, structured content:
# FAQ - Return Policy
## Can I return my order?
Yes, you can return items within 30 days of purchase.
## How do I start a return?
Contact support or use the returns portal.
## When will I get my refund?
Refunds are processed within 5-7 business days.
CSV Files
Great for product catalogs and structured data:
product_name,price,description,features
Widget Pro,$99,Professional widget,Water resistant, 2-year warranty
Widget Basic,$49,Entry-level widget,1-year warranty
Widget Enterprise,$299,Enterprise solution,API access, Priority support
Content Organization Tips
One Topic Per Document
Split large documents by topic for better retrieval:
| Instead of | Use |
|---|---|
company-handbook.pdf (200 pages) |
leave-policy.pdf, expense-policy.pdf, it-guidelines.pdf |
all-products.pdf |
product-a-specs.pdf, product-b-specs.pdf |
Clear Headings
Use hierarchical headings:
# Product Name
## Overview
Brief description of the product...
## Specifications
- Weight: 500g
- Dimensions: 10x10x5 cm
## FAQ
### How do I install it?
Follow these steps...
### What's the warranty?
2 years limited warranty...
Descriptive File Names
| Bad | Good |
|---|---|
doc1.pdf |
return-policy-2024.pdf |
info.docx |
product-installation-guide.docx |
faq.txt |
customer-support-faq.txt |
Updating Documents
To update a document's content:
- Delete the old version from the knowledge base
- Upload the new version
Note: Document IDs change when re-uploaded. This is expected behavior.
When to Update
- Policy changes
- Product updates
- Price changes
- New FAQ entries
Keeping Content Fresh
For frequently changing content, consider using Web Crawling instead. Web content can be re-crawled periodically.
Bulk Upload
Upload multiple files at once:
- Select all files in your file browser (Ctrl+A or Cmd+A)
- Drag them into the upload area
- All files will be queued for processing
Tip: Organize files in a folder before uploading to ensure you have the right content.
Processing Status
After upload, each document shows a status:
| Status | Meaning | Action |
|---|---|---|
| Pending | Queued | Wait for processing |
| Processing | Being processed | Wait (can take minutes for large files) |
| Completed | Ready | Document is searchable |
| Failed | Error occurred | Click "Retry" or check Troubleshooting |
| Stuck | Timed out | Click "Retry" |
Common Issues
"File too large"
Split the document into smaller files (under 50 MB each).
"Unsupported format"
Convert to a supported format:
- Images → PDF with OCR
- Old Word (.doc) → DOCX
- PowerPoint → PDF
Processing takes too long
Large files can take several minutes. If stuck for more than 10 minutes, the system will mark it as "Stuck" and you can retry.
See Troubleshooting for more solutions.
What Happens After Upload?
Once processed, your document is:
- Chunked into smaller pieces (~500 tokens each)
- Embedded as vectors for semantic search
- Indexed in Pinecone for fast retrieval
- Available for your agent to search during calls
Learn more: Document Processing
Next Steps
- Web Crawling - Import content from websites
- Document Processing - How documents are indexed
- RAG Integration - Configure retrieval for your agent
- Troubleshooting - Fix upload issues
Need help? Check our Troubleshooting guide or contact support.