Documents
Access: Admin.
URL: /staff/documents
Documents are the knowledge base that Stenbee’s AI agent draws from when answering customer questions. Upload product manuals, FAQs, policy documents, and other reference material. The system processes each document so the agent can reference it during conversations.
Page layout
Section titled “Page layout”Upload area
Section titled “Upload area”A drag-and-drop zone at the top of the page. You can:
- Drag files from your file manager onto the zone
- Click the zone to open a native file picker
Before uploading, you must assign the document to at least one channel.
Channel tag pills (pre-upload)
Section titled “Channel tag pills (pre-upload)”Above the upload area, a row of tag pills representing your workspace’s channels. Click one or more pills to pre-assign channels to the document you’re about to upload. Selected pills are highlighted with the primary color.
Selecting channels before upload saves time — the document is immediately available to the selected channels without needing post-upload editing.
Document list
Section titled “Document list”Below the upload area, the list shows all previously uploaded documents. Each card/row shows:
| Field | Description |
|---|---|
| Filename | Original filename |
| Channel badges | Colored pills showing which channels the document belongs to |
| Upload date | When the document was uploaded |
| Excerpt | A short preview of the document’s first chunk |
Core interactions
Section titled “Core interactions”Uploading a document
Section titled “Uploading a document”- Select one or more channel pills at the top
- Drag a file onto the upload area (or click to browse)
- The file uploads automatically — a progress bar or spinner appears
- On success: the document appears in the list; a success toast confirms
- On error: a red toast with the failure reason
The system accepts text-based files. Common formats include PDF, TXT, DOCX, and Markdown. Files are read as plain text, so rich formatting may be stripped during processing.
Editing a document’s channels
Section titled “Editing a document’s channels”Click on a document in the list to open a channel assignment modal:
- Shows all available channels as toggle pills
- Check/uncheck channels to add or remove the document from them
- Click Save to apply changes
Deleting a document
Section titled “Deleting a document”Click the Delete button on a document. A confirmation dialog appears. Confirm to permanently delete the document. This action is irreversible.
Document count limit
Section titled “Document count limit”The Dashboard shows your plan’s document limit. When reached:
- The upload area is disabled
- A message appears: “Document limit reached. Delete existing documents to upload more.”
- The count is shown as e.g., “10/10”
Check your Dashboard for the current limit.
How documents work
Section titled “How documents work”- Upload → file is processed and indexed
- The AI agent can retrieve relevant content from the document when answering customer questions
- Each document contributes to the knowledge base across all assigned channels
This means:
- Well-structured documents with clear headings produce better AI responses
- Deleting a document removes it from the knowledge base immediately
States
Section titled “States”| State | What you see |
|---|---|
| Loading | Document list shows skeleton cards |
| Empty | ”No documents yet — drag and drop files to get started” |
| Uploading | Progress bar on the upload area |
| Limit reached | Upload area disabled with limit message |
| Upload error | Red toast (e.g., “Unsupported file type”, “File too large”, “Server error”) |
- Pre-assign channel tag pills before dragging files — it’s faster than editing each document after upload
- Structure documents with clear headings for better processing quality
- Upload the same document to multiple channels if it’s relevant across different touchpoints
- Delete outdated documents (old product manuals, expired promotions) to stay within limits