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Managing Files

The Files section lets you upload PDF files that can be shared with visitors through conversation flows. Unlike documents (which teach your chatbot), files are meant to be downloaded or viewed by visitors.

Files vs. Documents

Files Documents
For visitors to download For chatbot to learn from
PDFs, brochures, forms Any text-based content
Shared during conversations Used to answer questions
Visitors can view/download Processed into knowledge

Example uses for Files:

  • Brochures or catalogs
  • Application forms
  • Pricing sheets
  • Menus
  • Contracts or agreements
  • Instructional PDFs

Accessing Files

  1. Click Files in the left menu
  2. You'll see a list of uploaded files
  3. Options to upload, view, and delete files

Files page

Uploading Files

Step 1: Click Upload

Click the Upload button or drag a file to the upload area.

Step 2: Select Your File

Choose a PDF file from your computer.

Supported format: PDF (.pdf)

Step 3: Wait for Upload

The file uploads and becomes available immediately.

Step 4: Verify

Your file appears in the list with:

  • File name
  • File size
  • Upload date

Using Files in Conversation Flows

Once uploaded, files can be shared with visitors during conversation flows:

  1. Create or edit a conversation flow
  2. Add a step that shares the file
  3. When visitors reach that step, they can download the file

Example scenario:

Visitor asks for a menu → Flow provides menu PDF → Visitor downloads it

Managing Your Files

Viewing Files

Click on a file name to preview it in your browser.

Deleting Files

  1. Find the file in the list
  2. Click the delete/trash icon
  3. Confirm deletion

Warning

Deleting a file may break conversation flows that reference it. Make sure the file isn't in use before deleting.

Best Practices

File Naming

Use clear, descriptive names:

  • ✅ spring-menu-2024.pdf
  • ✅ application-form.pdf
  • ❌ document1.pdf
  • ❌ final_v2_updated.pdf

Keep Files Current

  • Remove outdated files
  • Upload new versions when content changes
  • Check that flows reference current files

File Size

  • Keep files reasonably sized for quick downloads
  • Compress large PDFs if possible
  • Consider mobile users with slower connections

Accessibility

  • Use readable fonts in your PDFs
  • Include alt text for images
  • Ensure good contrast

Troubleshooting

File won't upload

  • Verify it's a PDF file
  • Check your internet connection
  • Try a smaller file size
  • Ensure the file isn't corrupted

File not appearing in flows

  • Refresh the page
  • Verify the file uploaded successfully
  • Check that the flow step is configured correctly

Visitors can't download

  • Verify the file is still in your Files list
  • Check the flow configuration
  • Test the flow yourself

Storage Limits

Your plan may have storage limits that include both documents and files. Check your dashboard to see current usage.

Next Steps