Uploading & Managing Documents

1. Adding a Document

1. Go to the Data Sources screen and select the Internal Data or External Data tab.
2. Click Upload data (or drag & drop).
3. In the Upload Files window, drag and drop one or more files or select browse to choose them.
4. Click Upload.

Which files can I upload? Data Sources accepts the same file types as General Chat — documents, spreadsheets and presentations, as well as photos, videos, text and HTML files, and emails (EML and MSG). Files can be up to 200 MB, and videos up to 1 GB. HEIC photos are converted to JPEG automatically. The Upload Files window always shows the accepted types; for the full list, see File Upload Limits in SoterAI.

Once uploaded, the file appears in the list with an Enabled badge, which means it is available to chat, workflows and SoterAI's AI layers.

Sending files to Risk Intelligence

Files on the Internal Data tab also feed your Risk Intelligence insights. Click Refresh at the top of the tab to update Risk Intelligence with your latest files. Each file shows a Risk Intelligence status icon next to its Enabled badge — hover over it to check the status. A green tick means Risk Intelligence has been successfully updated for this file.

If you're uploading data specifically for Risk Intelligence, see the Risk Intelligence guide for a full step-by-step walkthrough, including how to explore your risks.

2. Previewing Files

Double-click a file in the list to open it in a preview window and check what it contains without downloading it. The window shows the file name at the top; click × to close it.

• Documents such as PDFs open page by page — use Previous and Next to move between pages.
• Images (including WEBP) are shown in full.
• Videos play in the preview, and you can skip to any point in the recording.
• Text files — TXT, MD, HTML and EML — are shown as text.

Previewing is a quick way to confirm you have uploaded the right file before you use it in a workflow.

3. Enabling & Disabling Documents

Enabled documents are searchable and usable by chat, workflows, and AI layers.

To Re‑Enable, simply click Enable on a disabled file.

Disabling is useful for temporarily removing outdated or sensitive documents without losing your tagging and metadata.

4. Deleting Documents

1. On the Data Sources screen, find the document in its folder.
2. Open its three-dot (⋯) menu and click Delete.
3. Confirm the deletion—this permanently removes the file and its metadata from SoterAI.

Only delete when you're certain the content is obsolete, as recovery is not possible once removed.

5. Importance of Correct Classification

Whether a file is on the Internal Data or the External Data tab drives how SoterAI uses your content:

• Internal Data files seed your organization‑specific risk register, feeding real incident data and controls into the Risk Intelligence layer and workflows.
• External Data files inform compliance checks, ensuring workflows reference up‑to‑date regulations and best practices.

Misclassified files can lead to confusing recommendations or incomplete risk analyses. Always check that you're on the right tab before you upload.

6. Folders

Folders let you group and sort documents by project, facility, or topic—but do not affect how SoterAI processes them. All enabled files, regardless of folder, are indexed, OCR'd, and made available to workflows and AI layers. Use folders purely for organizational clarity.

To tidy up, use a file's three-dot (⋯) menu: Rename changes its name, and Move puts it in a different folder.

With proper document management—uploading, enabling, disabling, and deleting—you ensure that your workflows and AI intelligence layers operate on accurate, relevant data tailored to your organization.

7. Useful Tips

If the status of the uploaded file is displayed as Error, follow the steps to resolve the issue:

1. Delete the file by clicking the three-dot (⋯) icon on the right side and selecting Delete.
2. Verify that the file meets the maximum size limit and is of a supported file type. This information is shown in the upload window and in File Upload Limits in SoterAI.
3. Upload the document again.