# Adding & Organizing Documents This guide explains how to upload, organize, and manage documents in [PromptOwl's](https://promptowl.ai) Data Room for use with your AI prompts. --- ## Overview The **Data Room** is your central repository for all documents that power your AI prompts. Documents uploaded here can be: - Connected to prompts for RAG (Retrieval Augmented Generation) - Organized into folders - Shared with team members - Automatically indexed for AI search --- ## Accessing the Data Room 1. Click the **Data Room** icon in the left sidebar 2. You'll see your folders and documents displayed in a grid view --- ## Creating Folders Organize your documents with folders for easy management. ### Adding a New Folder 1. Click the **New Folder** button 2. Enter a folder name (max 30 characters) 3. Click **Create** ### Folder Naming Guidelines - Use letters, numbers, spaces, hyphens, and underscores only - Choose descriptive names (e.g., "Product Documentation", "FAQ Content") - Keep names concise but meaningful --- ## Uploading Documents PromptOwl supports several methods for adding content to your Data Room. ### Supported File Types | Type | Extension | Max Size | |------|-----------|----------| | Text files | `.txt` | 100 MB | | PDF documents | `.pdf` | 100 MB | | CSV spreadsheets | `.csv` | 100 MB | | Word documents | `.docx` | 100 MB | --- ### Method 1: Single File Upload 1. Navigate to a folder (or stay in root) 2. Click **Add Document** 3. Select **File Attachment** 4. Choose your file or drag and drop 5. Fill in the metadata: - **Name** - Display name for the document - **Description** - Brief summary (optional) - **Author** - Source author (optional) - **Publish Date** - Original publication date (optional) 6. Click **Upload** --- ### Method 2: Bulk Upload Upload multiple files at once: 1. Navigate to your target folder 2. Click **Bulk Upload** 3. Select multiple files (or drag and drop) 4. Review the upload queue: - Green checkmark = valid file - Red X = invalid file type or size 5. Click **Upload All** **Bulk Upload Features:** - Up to 3 files upload simultaneously - Progress bar for each file - Retry option for failed uploads - Summary of successful/failed uploads --- ### Method 3: Add Text Content Add content directly without a file: 1. Click **Add Document** 2. Select **Paragraph Text** 3. Enter a name for your content 4. Type or paste your text in the editor 5. Add optional metadata 6. Click **Save** --- ### Method 4: Add Website Link Reference external web content: 1. Click **Add Document** 2. Select **Website Link** 3. Enter the URL 4. Add a display name 5. Add optional description 6. Click **Save** The content from the URL will be fetched and indexed for AI use. --- ## Document Metadata Each document can include metadata that improves organization and citation quality. ### Available Metadata Fields | Field | Purpose | Used For | |-------|---------|----------| | **Name** | Primary identifier | Display & search | | **Display Name** | Citation title | AI citations | | **Description** | Content summary | Search & context | | **Author** | Content creator | Citations | | **Publish Date** | Original publication | Citations | | **Tags** | Keywords | Organization | ### Why Metadata Matters - **Better Citations**: When AI references your documents, proper metadata creates professional citations - **Improved Search**: Descriptions and tags help you find documents quickly - **Organization**: Consistent naming and tagging keeps your Data Room manageable --- ## Organizing Documents ### Moving Documents to Folders 1. Open the document you want to move 2. Click **Move to Folder** 3. Select the destination folder 4. Confirm the move ### Editing Document Details 1. Click on a document to open it 2. Click **Edit** 3. Update any fields (name, description, metadata) 4. Click **Save** ### Deleting Documents 1. Find the document in your Data Room 2. Click the **...** menu on the document card 3. Select **Delete** 4. Confirm deletion > **Warning:** Deleting a document removes it from all prompts using it. This action cannot be undone. --- ## Folder Management ### Renaming a Folder 1. Click the **...** menu on the folder card 2. Select **Rename** 3. Enter the new name 4. Click **Save** ### Deleting a Folder 1. Click the **...** menu on the folder 2. Select **Delete** 3. Confirm deletion > **Warning:** Deleting a folder also deletes ALL documents inside it. --- ## Syncing Documents for AI Use Documents must be synced (indexed) before AI prompts can search and retrieve their content. ### Understanding Sync Status Each document shows a sync status indicator: | Status | Color | Meaning | |--------|-------|---------| | **Synced** | Green | Ready for AI use | | **Modified** | Orange | Content changed, needs re-sync | | **Unsynced** | Red | Not yet indexed | ### Syncing a Folder 1. Navigate to the folder 2. Click **Sync Folder** 3. Wait for the sync to complete The sync process: - Extracts text from all documents - Breaks content into searchable chunks - Creates AI embeddings for semantic search - Updates the sync status ### When to Re-sync Re-sync your folders when: - You've added new documents - You've updated existing documents - You see "Modified" status on documents - AI responses seem to miss relevant content --- ## Sharing Documents ### Sharing with Individuals 1. Click the **...** menu on a document or folder 2. Select **Share** 3. Enter email addresses 4. Select permission level: - **Viewer** - Can view only - **Editor** - Can view and edit 5. Click **Share** ### Sharing with Teams 1. Click **Share** on a document or folder 2. Select **Share with Team** 3. Choose the team from the dropdown 4. Click **Share** ### Permission Inheritance - When you share a folder, all documents inside inherit those permissions - Direct document sharing overrides folder permissions - Users see only what they have access to --- ## Connecting Documents to Prompts ### From the Prompt Editor 1. Open your prompt in edit mode 2. Go to the Variables section 3. Click **Connect Data** on a variable 4. Browse your Data Room 5. Select a document or folder 6. Click **Connect** ### Connecting Single Documents - Select a specific document for targeted retrieval - Best for: FAQs, specific procedures, single reference materials ### Connecting Folders - Select an entire folder to search across all documents - Best for: Large knowledge bases, multiple related documents ### Using in System Context Reference connected data in your prompt: ``` You are a customer support agent. Use the following knowledge base to answer questions: `{knowledge_base}` ``` Where `knowledge_base` is connected to your folder of support documents. --- ## Viewing Document Chunks See how your documents are processed for AI: 1. Open a document 2. Click the **Chunks** tab 3. View the text segments created for AI search This helps you understand: - How content is divided - What context the AI sees - Whether documents need restructuring --- ## Best Practices ### Document Organization - Create a logical folder structure before uploading - Use consistent naming conventions - Group related documents together - Don't create too many nested levels ### Content Quality - Ensure documents are well-formatted - Remove unnecessary headers/footers - Use clear section headings - Keep content up to date ### Metadata Management - Always set display names for citations - Add descriptions for searchability - Include author and date for credibility - Use tags for cross-cutting categories ### Sync Management - Sync folders after bulk uploads - Re-sync when content changes - Monitor sync status regularly - Address any sync errors promptly --- ## Troubleshooting ### Upload fails 1. Check file size (max 100 MB) 2. Verify file type is supported 3. Ensure the file isn't corrupted 4. Try uploading again ### Document not appearing in AI responses 1. Verify the document is synced (green status) 2. Check the document is connected to the prompt 3. Re-sync the folder if recently updated 4. Test with a direct question about the document content ### Sync taking too long - Large documents take longer to process - PDF files with images take extra time - Check your internet connection - Try syncing smaller batches ### Cannot delete folder 1. Check you have owner permissions 2. Ensure no prompts are using documents from this folder 3. Try removing documents first, then delete folder ### Search not finding content 1. Verify documents are synced 2. Check your search terms match document content 3. Re-sync documents if recently updated 4. Review chunk view to understand how content is indexed --- ## Related Guides - [Adding and Managing Users](https://nest.promptowl.ai/d/promptowl-documents/platform/enterprise/adding-managing-users) - [Editing and Maintaining Prompts](https://nest.promptowl.ai/d/promptowl-documents/platform/enterprise/editing-maintaining-prompts) - [Reviewing and Managing Annotations](https://nest.promptowl.ai/d/promptowl-documents/platform/enterprise/reviewing-managing-annotations)