Core
Library and files
Find, upload, organise, version, translate and download your documents and files.
The Library is the shelf of an organisation or a team. It lists everything the agent and your colleagues have produced or uploaded: documents, uploads and gap analyses. It opens from Library in the sidebar. Inside a team the same page lives under that team, so you only see what belongs to it. How the ready-made compliance templates work is explained in Documents and templates.
The list
A table with the columns Name, Category, Type, Size, Date, Status and Approvers. The type is Document, Upload or Checklist. Above the table there are filters, a search box ("Search..."), the buttons + Upload, + New Document and New Folder, and a Columns picker.
In short
Try it
Open Library in the sidebar and type part of a document name into the search box.
Open Columns, switch a column off and then press Reset columns.
Choose Active only or Inactive only to see which rows the agent may use.
Good to know
- The status of a row can be Draft, Pending, Processing, Failed or Empty.
- Gap analyses appear under Gap Analyses and Checklists. They are described in Gap analysis.
- A team has its own library. Which team you are in is explained in Teams and members.
Categories and folders
Rows are grouped by category: Core Documents, Policies, Procedures, Agreements, Assessments, Domain-Specific and Other. Rows without a category sit under Uncategorized. You can create your own categories ("Create category...", shown as My category) and folders with New Folder; a document is moved into a folder by dragging its row onto the folder.
In short
Try it
Press New Folder, type a name and confirm.
Drag a document row onto the new folder.
Good to know
- You cannot create a new folder while the previous one is still empty: add items to it first.
- The text "No custom categories yet" shows until you have created one.
Upload and file problems
+ Upload takes PDF or DOCX files ("Drop a file here or click to browse"). After the upload the app extracts the content, and the row shows Processing until it is ready. A Word file opens in edit mode, because a DOCX preview is not available in the browser.
If a file cannot be read, the row says why: not a valid Word document, not a valid PDF, password-protected, could not be converted, no readable text, or an archive that could not be opened. Open the row's menu to remove it and upload a corrected file.
In short
Good to know
- Other file types are refused with the message that only PDF and DOCX files are supported.
- If you see "File not found", the file was deleted or its stored copy is missing. "You do not have permission to open this file" means your role does not allow it, see Sign-in and roles.
Use in answers
Each row has a switch Use in answers or Do not use in answers. When it is on, the content flows into the memory the agent draws on, and the row shows Adding to memory, then Added to memory. Activate all and Deactivate all switch many rows at once.
In short
Try it
Switch Use in answers off for one document and read the confirmation.
Switch it on again and watch the memory status change to Added to memory.
Good to know
- If the hand-over fails, the row shows "Memory handoff failed". Try the switch again.
- What the agent keeps is described in Memory.
Share, comment and translate
Share copies a link to the document or gives a colleague of the team read access; that person gets an email. Comments are attached to text you select in the document: add a comment, reply, resolve or reopen it. Translate creates a translation under the document. Translations are shown under their source (Expand translations), and a translation is marked "Translation outdated" when the source changed afterwards. Re-translate from updated source and Update all refresh them.
In short
Try it
Open a document, select a sentence and add a comment.
Press Translate, pick a language and expand the translations.
Good to know
- A translation is read-only. Edit the source and re-translate.
- Deleting a document also deletes its translations; the dialog tells you how many.
Versions
Save version stores the current state. The Version History lists every version with Download, Compare Versions (for example V1 to V2) and Restore. For an uploaded file you can upload a new version and give a Change Reason.
In short
Good to know
- Template documents are read-only in the Library, so there is no version to save for them.
- A PDF preview is not available for older DOCX versions.
Download
Download opens a dialog: a File name, one or more Formats (PDF, Word (DOCX), HTML (single file), Markdown, Plain text, Original file) and Options: Include signatures, Append signature record page, page size A4 or Letter and Portrait or Landscape. Your choices are remembered. Several files download together as one ZIP.
In short
Good to know
- The PDF of an uploaded file is the file's own pages, without text edits made after the upload. Choose DOCX, HTML, Markdown or plain text to keep your edits.
- Documents that have none of the chosen formats are left out, and the dialog says how many.
Bulk actions
Select several rows to see how many are selected. Then Export All, Delete selected, Activate all, Deactivate all or Delete all apply to the whole selection.
Good to know
- Deleting cannot be undone. The agent also asks before it deletes documents or files if the matching rule in the agent settings is on, see Settings.