Skip to main content

Manage Chatbot Documents (Upload + Library)

Quick Setup

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. AVA now refreshes the list automatically while new documents are still being processed.

Go to: Chatbot → Documents

Documents management page showing the document library with search, filters, and action buttons

Quick Reference​

TaskWhere to clickResult
Upload a PDFUpload DocumentUpload wizard opens
Add a purpose (optional)Purpose stepStaff can see why the document exists
Finish uploadFinishDocument is created and queued
Wait for processingAuto-refresh in the listStatus updates without manual refresh
Search documentsSearch bar + press EnterList filters by keyword
Filter by statusStatus dropdownShow Active or Inactive only
Enable or disableEnable / Disable actionStatus updates after confirmation
Delete documentsDelete 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​

  1. Go to Chatbot → Documents

  2. Click Upload Document

    ✓ The upload wizard opens.

  3. Drag a PDF into the drop zone or click Upload Document to browse

    ✓ The file name and size appear under Current Document.

  4. (Optional) Add a short purpose, then click Continue

    ✓ The purpose is saved with the document.

  5. Review the summary and click Finish

    ✓ You return to the document library.

What happens next

The document enters processing. The list keeps checking for updates until the file finishes indexing.

Understand Status Badges​

StatusWhat It Means
ProcessingThe document is being indexed and is not ready yet
DeletingThe document is queued for removal
ActiveThe chatbot can reference this document
InactiveThe document stays in the library but is not used
About status updates

New uploads may stay in Processing for a short time. The page updates the list automatically until the status changes.

Search and Filter Documents​

  1. Type a keyword in the Search bar

  2. Press Enter to apply the search

  3. Use the Status dropdown to filter Active or Inactive

  4. Click the X in the search bar to clear the search

    ✓ The full list returns.

Enable or Disable a Document​

  1. Find the document in the list

  2. Click Enable or Disable

  3. Confirm the action

    ✓ The status updates in the table.

Delete Documents​

Delete a Single Document​

  1. Click Delete on the document row

  2. Confirm the action

    ✓ The document is removed from the list.

Delete Multiple Documents​

  1. Select documents using the left-side checkboxes

  2. Click Delete (n) in the summary bar

  3. 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:

  1. Convert the file to PDF
  2. Retry the upload

"File size must not exceed 6MB"​

What you see: Upload stops and shows a size warning.

Fix:

  1. Compress the PDF or split it into smaller files
  2. Upload one file at a time

Finish button stays disabled​

What you see: You cannot complete Step 3.

Fix:

  1. Wait for the upload step to finish
  2. If the file link is missing, re-upload the file
  3. Try Finish again

Search returns no results​

What you see: The table is empty after you search.

Fix:

  1. Clear the search with the X
  2. Press Enter after typing a shorter keyword
  3. 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:

  1. Wait a few minutes for the automatic refresh to run
  2. Refresh the page once
  3. If it still does not change after 30 minutes, contact support

Delete fails or does nothing​

What you see: The document remains after confirming delete.

Fix:

  1. Refresh the page and check the status badge
  2. Try the delete again
  3. 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