Managing Documents¶

Documents are the foundation of your Voxum chatbot's knowledge. When you upload a document, Voxum reads and processes it, allowing your chatbot to answer questions based on that information.

What Are Documents?¶

Think of documents as your chatbot's textbook. Just like a student learns from reading materials, your chatbot learns from the documents you provide. When a visitor asks a question, Voxum searches through your documents to find relevant information and crafts an answer.

Supported File Types¶

Voxum accepts the following file formats:

Format	Extension	Best for
PDF	`.pdf`	Brochures, manuals, formatted documents
Word	`.docx`	Written content, policies, procedures
Text	`.txt`	Simple text, FAQs, plain content
Markdown	`.md`	Structured content, technical docs
OpenDocument	`.odt`	LibreOffice/OpenOffice documents
Excel	`.xlsx`	Spreadsheets, data tables, pricing lists
PowerPoint	`.pptx`	Presentations, slide decks

Which format should I use?

If you're creating new documents specifically for Voxum, plain text (.txt) or Markdown (.md) work best. For existing materials like brochures or manuals, PDF works great. Spreadsheets (.xlsx) are useful for structured data like pricing or product lists.

The Documents Page¶

When you click Documents in the left menu, you'll see:

Documents list

Search bar - Find documents by name
Upload button - Add new documents
Import webpage - Add content from a website
Document list - All your uploaded documents
Document count - Total number of documents

Document List¶

Each document in the list shows:

File name - The name of your document
File type - PDF, DOCX, TXT, MD, ODT, XLSX, or PPTX
Actions - Preview, download, or delete

How Documents Work¶

Here's what happens when you upload a document:

graph LR
    A[Upload Document] --> B[Processing]
    B --> C[Ready to Use]
    C --> D[Answers Questions]

Upload - You add a document to Voxum
Processing - Voxum reads and analyzes the content (usually under a minute)
Ready - The document appears in your list
Active - Your chatbot can now use this information to answer questions

Managing Your Documents¶

Viewing Documents¶

Click on any document to preview its contents without downloading.

Downloading Documents¶

Click the download icon to save a copy of the document to your computer.

Deleting Documents¶

Click the trash icon to remove a document. This action:

Removes the document from your knowledge base immediately
Cannot be undone
Frees up storage space

Before deleting

Make sure you have a backup copy if you might need the document later. Deleted documents cannot be recovered.

Tips for Better Results¶

Quality Over Quantity¶

A few well-written, comprehensive documents work better than many short, fragmented ones. Aim for documents that:

Cover topics thoroughly
Use clear, simple language
Are well-organized with headings

Keep Information Current¶

Outdated information leads to wrong answers. Regularly review your documents and update them when:

Prices or policies change
Services are added or removed
Contact information changes
Hours of operation change

Organize by Topic¶

Instead of one massive document, consider organizing by topic:

business-hours.txt - Operating hours
return-policy.txt - Return and refund policies
services.txt - Service descriptions
faq.txt - Frequently asked questions