Manage Chatbot Documents (Upload + Library)
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. If your merchant uses Agent mode, you also see an Agent Wiki status column. AVA refreshes the list automatically while new documents are still being processed. If a document hits an ingest error, the row keeps the latest status and error message after refresh.
Go to: Chatbot → Documents
Quick Reference
| Task | Where to click | Result |
|---|---|---|
| Upload a PDF | Upload Document | Upload wizard opens |
| Add a purpose (optional) | Purpose step | Staff can see why the document exists |
| Finish upload | Finish | Document is created and queued |
| Wait for processing | Auto-refresh in the list | Status updates without manual refresh |
| Review Agent Wiki sync | Agent Wiki column | See queued, processing, deactivating, ready, failed, inactive, or not synced |
| Review ingest errors | Status badge or row message | See why a document did not finish |
| Search documents | Search bar + press Enter | List filters by keyword |
| Filter by status | Status dropdown | Show Active or Inactive only |
| Enable or disable | Enable / Disable action | Status updates after confirmation |
| Delete documents | Delete 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
-
Go to Chatbot → Documents
-
Click Upload Document
✓ The upload wizard opens.
-
Drag a PDF into the drop zone or click Upload Document to browse
✓ The file name and size appear under Current Document.
-
(Optional) Add a short purpose, then click Continue
✓ The purpose is saved with the document.
-
Review the summary and click Finish
✓ You return to the document library.
The document enters processing. The list keeps checking for updates until the file finishes indexing.
Understand Document Status Badges
| Status | What It Means |
|---|---|
| Processing | The document is being indexed and is not ready yet |
| Deleting | The document is queued for removal |
| Active | The chatbot can reference this document |
| Inactive | The document stays in the library but is not used |
New uploads may stay in Processing for a short time. The page updates the list automatically until the status changes. If processing fails, the latest error stays visible until you replace the file.
Understand Agent Wiki Status
| Status | What It Means |
|---|---|
| Queued | AVA has sent the document to Agent Wiki and is waiting to start |
| Processing | Agent Wiki is indexing the document now |
| Ready | Agent Wiki can use this document |
| Failed | The ingest did not complete |
| Deactivating | Agent Wiki is turning off this document |
| Inactive | Agent Wiki is not using this document |
| Not synced | Agent Wiki ingest has not started yet |
You only see this column when the merchant uses Agent mode. When you disable a document, you may see Deactivating before Inactive. The page keeps refreshing while this status is Queued, Processing, or Deactivating. Inactive appears only after AVA finishes the Agent Wiki update. If retries run out, the row can show Failed instead.
Search and Filter Documents
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Type a keyword in the Search bar
-
Press
Enterto apply the search -
Use the Status dropdown to filter Active or Inactive
-
Click the X in the search bar to clear the search
✓ The full list returns.
Enable or Disable a Document
-
Find the document in the list
-
Click Enable or Disable
-
Confirm the action
✓ The status updates in the table. You may see Deactivating for a short time before Inactive appears.
Delete Documents
Delete a Single Document
-
Click Delete on the document row
-
Confirm the action
✓ The document is removed from the list.
Delete Multiple Documents
-
Select documents using the left-side checkboxes
-
Click Delete (n) in the summary bar
-
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:
- Convert the file to PDF
- Retry the upload
"File size must not exceed 6MB"
What you see: Upload stops and shows a size warning.
Fix:
- Compress the PDF or split it into smaller files
- Upload one file at a time
Finish button stays disabled
What you see: You cannot complete Step 3.
Fix:
- Wait for the upload step to finish
- If the file link is missing, re-upload the file
- Try Finish again
Search returns no results
What you see: The table is empty after you search.
Fix:
- Clear the search with the X
- Press
Enterafter typing a shorter keyword - 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:
- Wait a few minutes for the automatic refresh to run
- Refresh the page once
- If it still does not change after 30 minutes, contact support
A document shows an ingest error
What you see: The row shows an error message or Agent Wiki shows Failed.
Fix:
- Read the error message on the document row
- Confirm the file is still a valid PDF and under 6 MB
- Upload a corrected copy of the document
- If the same error returns, contact support
Delete fails or does nothing
What you see: The document remains after confirming delete.
Fix:
- Refresh the page and check the status badge
- Try the delete again
- 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
- ❌ Documents show the same ingest error after you re-upload them
- ❌ Deletes do not complete after refresh
Helpful to include:
- File name(s) and status
- Screenshot of the document table
- Time the issue started