Manage Chatbot Documents (Upload + Library)
Upload a PDF and manage the library in about 5 minutes. Only PDF files up to 6 MB are supported.
This guide helps you upload PDFs to the chatbot knowledge base and manage the document library.
Go to: Chatbot → Documents
Quick Reference
| Task | Where to click | Result |
|---|---|---|
| Upload a PDF | Upload Document | Upload wizard opens |
| Add a purpose (optional) | Purpose step | Staff can see why the document exists |
| Finish upload | Finish | Document is created and queued |
| Search documents | Search bar + press Enter | List filters by keyword |
| Filter by status | Status dropdown | Show Active or Inactive only |
| Enable or disable | Enable / Disable action | Status updates after confirmation |
| Delete documents | Delete or Delete (n) | File(s) removed after confirmation |
Plan Access
- Chatbot document tools require a paid plan.
- Free-tier accounts see an upgrade prompt instead of the document library.
To upgrade, go to Settings → Billing & Subscription.
Before You Start
Confirm these requirements:
- You have permission to manage Chatbot documents
- Your file is a PDF between 1 KB and 6 MB
- You are signed in to Streamliner
Upload a Document
-
Go to Chatbot → Documents
-
Click Upload Document
✓ The upload wizard opens.
-
Drag a PDF into the drop zone or click Upload Document to browse
✓ The file name and size appear under Current Document.
-
(Optional) Add a short purpose, then click Continue
✓ The purpose is saved with the document.
-
Review the summary and click Finish
✓ You return to the document library.
The document enters processing. The status shows Processing until the system finishes indexing it.
Understand Status Badges
| Status | What It Means |
|---|---|
| Processing | The document is being indexed and is not ready yet |
| Deleting | The document is queued for removal |
| Active | The chatbot can reference this document |
| Inactive | The document stays in the library but is not used |
Search and Filter Documents
-
Type a keyword in the Search bar
-
Press
Enterto apply the search -
Use the Status dropdown to filter Active or Inactive
-
Click the X in the search bar to clear the search
✓ The full list returns.
Enable or Disable a Document
-
Find the document in the list
-
Click Enable or Disable
-
Confirm the action
✓ The status updates in the table.
Delete Documents
Delete a Single Document
-
Click Delete on the document row
-
Confirm the action
✓ The document is removed from the list.
Delete Multiple Documents
-
Select documents using the left-side checkboxes
-
Click Delete (n) in the summary bar
-
Confirm the action
✓ The list refreshes after the delete job completes.
Troubleshooting
"Only PDF files are allowed"
What you see: Upload fails with a PDF-only error.
Fix:
- Convert the file to PDF
- Retry the upload
"File size must not exceed 6MB"
What you see: Upload stops and shows a size warning.
Fix:
- Compress the PDF or split it into smaller files
- Upload one file at a time
Finish button stays disabled
What you see: You cannot complete Step 3.
Fix:
- Wait for the upload step to finish
- If the file link is missing, re-upload the file
- Try Finish again
Search returns no results
What you see: The table is empty after you search.
Fix:
- Clear the search with the X
- Press
Enterafter typing a shorter keyword - Remove the Status filter to show all documents
A document stays in Processing
What you see: The status stays Processing for a long time.
Fix:
- Refresh the page
- Wait a few minutes and check again
- If it still does not change, contact support
Delete fails or does nothing
What you see: The document remains after confirming delete.
Fix:
- Refresh the page and check the status badge
- Try the delete again
- If it persists, contact support
Still Stuck?
Contact success@vouch-technologies.com if:
- ❌ Uploads fail after multiple attempts
- ❌ Documents stay in Processing for more than 30 minutes
- ❌ Deletes do not complete after refresh
Helpful to include:
- File name(s) and status
- Screenshot of the document table
- Time the issue started