> For the complete documentation index, see [llms.txt](https://chatlyst.gitbook.io/chatlyst-user-guide/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://chatlyst.gitbook.io/chatlyst-user-guide/business-knowledge/document-management.md).

# Document Management

This guide explains how to manage documents in Business Knowledge after uploading the first set of documents and using Chatlyst for a period of time.

{% hint style="warning" %}
**Important Note**: Uploaded documents cannot be deleted from the system. If a document must be removed for compliance, privacy, or other business reasons, contact [Chatlyst Support](/chatlyst-user-guide/getting-started/home.md#chatlyst-support) for assistance..
{% endhint %}

### Document Status

<div data-with-frame="true"><figure><img src="https://1646628841-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FBW7n4ClAhZvbgvusylCd%2Fuploads%2F2LJb6Fa1fuVFMy2HNu29%2Fimage.png?alt=media&amp;token=86ad9150-fe66-40ed-b473-db132d087c01" alt=""><figcaption></figcaption></figure></div>

* When a document has no pending training items and is considered clean, the document tab is highlighted in light green.
* When there are pending training tickets, the document tab is highlighted in light yellow.

<table><thead><tr><th width="141.67498779296875">Status</th><th>Definition</th></tr></thead><tbody><tr><td>Active</td><td>The document has been uploaded and is available in the system.</td></tr><tr><td>Inactive</td><td>The document has not been uploaded or is not available in the system.</td></tr><tr><td>Essential</td><td>The document is a priority and should be completed early.</td></tr><tr><td><a href="#processing-extracting">Processing</a></td><td>Chatlyst is processing your uploaded document (typically appears right after upload or auto-fill). </td></tr><tr><td><a href="#processing-extracting">Extracting</a></td><td>Chatlyst is extracting content from your uploaded document (typically appears right after upload or auto-fill). </td></tr><tr><td><a href="#upload-error">Upload Error</a></td><td>The document could not be extracted or is a corrupted file. When Chatlyst detects an error or cannot proceed, it will not activate the document, and the status remains <strong>Inactive</strong>.</td></tr></tbody></table>

#### Example of Processing / Extracting:&#x20;

<div data-with-frame="true"><figure><img src="https://1646628841-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FBW7n4ClAhZvbgvusylCd%2Fuploads%2FRQHrfFWPpXKdSqmGCbMW%2Fimage.png?alt=media&amp;token=880fdbb9-2a0f-40f8-8ede-ff7fcd90a1d1" alt=""><figcaption></figcaption></figure></div>

#### Example of Upload Error:

<div data-with-frame="true"><figure><img src="https://1646628841-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FBW7n4ClAhZvbgvusylCd%2Fuploads%2F2VKUD1wpoB1zXJfl1ufg%2Fimage.png?alt=media&amp;token=0830bc40-d42c-419f-b0a7-02d01ac50e59" alt=""><figcaption></figcaption></figure></div>

***

### Upload New Version

{% stepper %}
{% step %}
Select **Auto-fill or Upload** to replace an existing file with an updated version.&#x20;

<div data-with-frame="true"><figure><img src="https://1646628841-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FBW7n4ClAhZvbgvusylCd%2Fuploads%2FHzdC3uMO9wIuyIfjXdlx%2Fimage.png?alt=media&amp;token=e339913c-9e10-4479-a0d0-45ab34bd6d75" alt=""><figcaption></figcaption></figure></div>
{% endstep %}

{% step %}
The system opens a window where you can choose either **Enhance with Website** or **Upload a File Directly**.

* If you proceed with **Auto-fill**, follow the steps in the [Updating Existing Knowledge](/chatlyst-user-guide/business-knowledge/auto-fill.md#updating-existing-knowledge-enhance-with-website).&#x20;
* For **Upload a File Directly**:
  1. Locate the correct file and select it.
  2. Click **Re-create Knowledge** to begin processing.

<div data-with-frame="true"><figure><img src="https://1646628841-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FBW7n4ClAhZvbgvusylCd%2Fuploads%2Fj5avFPJfCSbSrIZxzumE%2Fimage.png?alt=media&amp;token=1d846a09-217a-4f29-bca8-30c691874e4b" alt="" width="375"><figcaption></figcaption></figure></div>
{% endstep %}
{% endstepper %}

{% hint style="warning" %}
**Important Note**: In most cases, use [**Train Document**](/chatlyst-user-guide/train-and-test-bot/train-documents.md) to address pending training tickets. Use Upload New Version only when uploading a document for the first time or when a full replacement is required and the correct, up-to-date file is ready.
{% endhint %}

***

### Train Document

Train a document to improve how Chatlyst responds based on the content in that file.

1. Select the document that requires attention.
2. Select **Train Document**.
3. Review pending tickets in the Training Panel.
4. The Training Panel will open, where pending tickets can be reviewed.&#x20;

{% hint style="info" %}
For a full step-by-step guide, follow [Train Documents](/chatlyst-user-guide/train-and-test-bot/train-documents.md).
{% endhint %}

<div><figure><img src="https://1646628841-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FBW7n4ClAhZvbgvusylCd%2Fuploads%2FMdjtKLZNSUuyTjEg63Hb%2Fimage.png?alt=media&amp;token=052fe30f-56ca-47f2-bab6-d612af368412" alt=""><figcaption></figcaption></figure> <figure><img src="https://1646628841-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FBW7n4ClAhZvbgvusylCd%2Fuploads%2FMiQk3IRn2Zk1NihzvAmP%2Fimage.png?alt=media&amp;token=a71438d6-c89c-4de1-bc3b-c6fbbf7be20a" alt=""><figcaption></figcaption></figure></div>

***

### Expand Menu

Select the **expand menu (arrow-down icon)** to open Document Details and review information at a glance.

<div data-with-frame="true"><figure><img src="https://1646628841-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FBW7n4ClAhZvbgvusylCd%2Fuploads%2FC9esjun3a8yJXGVuZCmO%2Fimage.png?alt=media&amp;token=ecbf50f1-c773-4213-8f67-63c7776ddbd8" alt=""><figcaption></figcaption></figure></div>

***

### Version History

Select the **History (anti-clockwise** **icon)** to open Version History. Each version is listed for review.

<div data-with-frame="true"><figure><img src="https://1646628841-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FBW7n4ClAhZvbgvusylCd%2Fuploads%2FfLWDnU1vqIqQrk7ZaRaa%2Fimage.png?alt=media&amp;token=0384e978-f906-47fb-962e-d1c7caab8710" alt=""><figcaption></figcaption></figure></div>

In the Version History window, select **Preview (eye icon)** to preview a version. Select **Activate** to replace the current document with the selected version.

{% hint style="warning" %}
Proceed carefully and confirm the correct version before selecting **Activate**.
{% endhint %}

<div data-with-frame="true"><figure><img src="https://1646628841-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FBW7n4ClAhZvbgvusylCd%2Fuploads%2FHBJgl5ayKH16mnhXCnwl%2Fimage.png?alt=media&amp;token=ef5ff769-9f4f-4274-ac94-a33581dfcf84" alt="" width="375"><figcaption></figcaption></figure></div>

***

### Preview and Download

Select **Preview (eye icon)** on a template to review the document before downloading or uploading a new version.

* In the preview window, review the full content.

<div data-with-frame="true"><figure><img src="https://1646628841-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FBW7n4ClAhZvbgvusylCd%2Fuploads%2FxZDOYQ6Ga71OXOB8ZDBs%2Fimage.png?alt=media&amp;token=42c67811-6f34-4203-87ec-1d224ab15bbc" alt=""><figcaption></figcaption></figure></div>

* Select **Download** to save a copy of the template to your device in .txt format.

<div data-with-frame="true"><figure><img src="https://1646628841-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FBW7n4ClAhZvbgvusylCd%2Fuploads%2F3pP1J6FBDPtusWRCnvR8%2Fimage.png?alt=media&amp;token=125b4aad-fd40-48e9-b902-4ccd33619299" alt=""><figcaption></figcaption></figure></div>