Documents

Documents is where you add the files your experts answer from, and where you keep them organised. Open it from Knowledge Base under YOUR EXPERT in the sidebar, then choose Documents. The page is headed Knowledge Base.

Owners and admins can add and change documents. For other admins this depends on the Manage documents permission, which is set on the account type (see Account types). Everyone else can still put forward a document through Suggestions.

Upload a file

1. Open Documents. If you want the file in a particular folder, click that folder in the list on the left first. New files go into the folder you are looking at.
2. Click Upload Document and pick one or more files. You can also drag files onto the table. A Drop to upload message appears while you hold them over it.
3. Each file shows up at the top of the table with a progress bar. It says Uploading, then Processing, then Ready. When the whole batch has settled the page refreshes by itself.

Files are checked for malware before they are stored, whenever the scanner is available. A file that fails the check is refused, and you will see a message saying so.

If you leave the page while files are still uploading or processing, you are asked to confirm. Leaving cancels uploads that have not finished. Files that are already processed are safe.

File types and size limits

OpenDocument spreadsheets (.ods) are not accepted. Save them as .xlsx or .csv first.

• Each file can be up to 50 MB.
• A spreadsheet can have up to 200,000 rows. A bigger one is turned away with a message asking you to split it into smaller files.
• Large spreadsheets are processed in batches, so they can take a few minutes to become ready.
• Your plan sets a storage limit for the whole workspace, covered under Storage below.

Processing status

The Status column shows where each file is. Use the status drop down above the table to show only Completed, Processing or Failed files. Each choice shows how many files it holds.

• Pending means the file is in the queue and reading has not started yet. It shows in the table and under All, but the status drop down has no choice of its own for it.
• Processing means Aimy is reading the file. The expert cannot use it yet.
• Completed means it is ready and can be attached to experts.
• Failed means processing did not finish. A Retry action appears on that row. Use it to start again.

Add a web page

You can add a public web page without saving it as a file first.

1. Click Add from URL.
2. Type the address into Page address and choose a Folder, or leave it on Unfiled.
3. Click Add this page to add just that page. Click Find more pages instead to see the other pages on the same site.
4. After Find more pages, tick the ones you want, or use Select all, then click Add selected. Up to 50 can be added at a time. Run it again for the rest.

Aimy follows the site's own rules about what automated tools may fetch, and it will tell you if a page is off limits. Pages added this way show the type Website with a link to the original address. To refresh one, use the button on its row whose tooltip reads Fetch this page again. It is in the row's actions, and it says Fetching… while it works. If the page has not changed, you are told so and nothing is duplicated.

Folders

The list on the left holds All documents, Unfiled and your folders. Each shows how many documents it holds. Folders can sit inside other folders, up to five levels deep. A folder that has folders inside it shows a small arrow. Click it to collapse or expand that branch. Your browser remembers which ones you collapsed, so it is a personal tidy up and does not change what your colleagues see.

• Click New folder at the bottom of the list. Give it a Name and choose where it goes under Inside, or leave it on Top level. Two folders in the same place cannot share a name.
• Click the three dots beside a folder for Rename…, Move to…, Restrict to team… and Delete…. On Business, Restrict to team… is greyed out with a Professional note.
• Deleting a folder keeps the documents inside it and moves them up one level. Tick Also delete the documents inside only if you want them gone too. That removes them from every expert and cannot be undone.
• A small lock beside a folder means it has been restricted to certain teams. See Restricting documents.

When your library holds more than one kind of file, a File type list appears under the folders so you can narrow the table to PDFs, spreadsheets and so on.

Finding and organising documents

• The buttons above the table (Today, Week, Month, Year, All) filter by when a file was added.
• The search box matches the file name, its labels, its folder, the web address and the name of whoever added it.
• The table shows 20 documents per page.
• Click a row to open a preview. If a file cannot be previewed, you get a Download file button instead.

The Added by column names the person who added the file. Files that arrive from a connector show the connector instead, for example SharePoint sync. If the person who added a file has since been removed, it shows Removed user. A file that came from a suggestion also shows who approved it.

Changing documents

Click Edit above the table to switch on the editing controls. Every row gets a tick box and a set of buttons, and the button changes to Done. Click Done when you have finished. Without edit mode, the same actions sit behind the three dots at the end of each row.

With rows ticked, a bar appears with Move to folder, Restrict selected and Delete selected. Clear unticks everything. Restrict selected only appears once you have a team, and on Business it is greyed out.

Replacing a document with a newer version

There is no replace button. If you upload a file with the same name as one already in the library, Aimy keeps both and adds (1), (2) and so on to the new name. To swap in a newer version, upload it, attach it to the experts that need it, then delete the old one. For a web page, use the fetch again option instead.

Storage

The card at the top of the page shows how much of your storage is used. Your documents and the files people attach in chat share the same allowance, so the card splits them into Documents and Chat attachments. The chat figure links to Chat uploads.

When an upload would take you over the limit, it is refused with a message showing what you have used. Delete files you no longer need, or move to a bigger plan. See Plans.

Other ways documents arrive

You do not have to upload everything by hand.

• SharePoint syncs a document library into your knowledge base.
• Google Drive is marked coming soon.
• File share watches folders and storage buckets.
• Databases lets an expert query a live database instead of reading files.

Your team can also send in documents through Suggestions, and you decide what gets in.