Documents
Upload documents, share them with groups, follow their processing status and delete documents.
Under Documents you manage everything LOKI can search. Administrators see all documents; managers see the documents of the groups in which they are managers.
Documents reach LOKI in three ways: by uploading them here in the dashboard, through watched folders and through SharePoint. They all appear in the same list.
Uploading documents
Open the upload
Under Documents, click Add, or click Upload on the overview.
Choose access groups
Under Access groups, click one or more groups. Only members of these groups will later find the documents in the chat. Here, managers see only the groups in which they are managers. At least one group is required.
Select files
Drag the files onto the Drag files here area, or click it to select them. You can upload several files at once; each may be at most 50 MB.
Save
Click Save. Each file shows its progress and then Uploaded or Failed. After “Successfully uploaded!” the dashboard switches to the document list. If a file fails, click Save again; files that have already been uploaded are not uploaded twice.
All files in one upload get the same groups. If files are to be shared with different groups, upload them in separate rounds.
Supported file types
| Type | File extensions |
|---|---|
| Word | docx, docm, doc, odt, rtf |
| PowerPoint | pptx, pptm, ppt, pps, ppsx |
| Excel | xlsx, xlsm, xls, ods, csv, tsv |
| Outlook emails | msg, including attachments |
| Text and data | txt, md, log, html, htm, xml, json, yaml, yml, ini, conf |
| Images | png, jpg, jpeg, tif, tiff, gif, bmp, webp, svg |
| Audio and video | mp3, wav, aac, ogg, mp4, mpeg, mov, avi, mkv, wmv, flv, webm |
Other file types
The file picker also accepts other file types. However, LOKI cannot process them, and they end up with the status Error. Check the extension before uploading.
What LOKI reads from a file
- Text from all formats, including scanned pages: LOKI recognises text in images and scans in German and English.
- Tables with their structure.
- Formulas, which LOKI translates into a text form.
- Figures and charts: LOKI describes every figure with meaningful content in words, so that it can be found by its content and can appear in answers. LOKI skips logos, icons, signatures, stamps and very small images.
- Images: LOKI reads the text in them and describes what can be seen.
- Audio and video: LOKI converts the spoken language into text.
The processing status
After uploading, LOKI processes each document in the background. Only then can it be found in the chat. Uploaded files take priority over files from watched folders and SharePoint.
| Status | Meaning |
|---|---|
| Pending | The document is waiting to be processed. |
| Processing… | LOKI is reading the document and preparing it for search. |
| Ready | The document can be found in the chat. |
| Error | Processing failed. LOKI has already tried several times. |
| Unsupported file type | The file comes from a watched folder or from SharePoint and cannot be processed. It is only shown so that you can see it exists. |
How long processing takes depends on size and content. A short document is usually ready after a few minutes. Large PDF files with many figures and formulas, or many files at once, take considerably longer, and large volumes can take hours.
The number in brackets on the overview page shows how many documents are still waiting or being processed.
If a document shows “Error”
Open the document in the list. Administrators see under Failure reason why it failed. Managers are not shown the failure reason; they contact an administrator.
There is no button to reprocess a document. Depending on where it came from, proceed as follows:
- Uploaded document: delete it, fix the problem (for example a damaged or password-protected file) and upload it again.
- File from a watched folder or SharePoint: LOKI automatically tries again as soon as the file changes at the source.
The document list
The Uploaded documents list shows each document with its date and the person who uploaded it. System means that the document comes from a watched folder or from SharePoint. Documents that are not ready yet are greyed out and show their status instead of a date.
- Search: the Search documents… field finds documents by their file name.
- Filter: use Filters to narrow the list by File type, Status, Uploaded by and time range (Uploaded after, Uploaded before).
- Sort: click the Uploaded or Uploaded by column heading.
A prohibition icon with the note Source disabled means: the document's SharePoint source has been switched off, and nobody can find the document until it is switched back on.
A document's details and sharing
Click a document to see its details: status, groups, date, who uploaded it and where it comes from. Use Open in browser to see the file itself.
To change which groups can see a document:
- Click the pencil (Edit groups) next to Groups.
- Select or deselect groups. At least one group must remain.
- Click Save.
The change takes effect immediately; LOKI does not need to reprocess the document for it. Managers can only change their own groups; other groups are locked.
Documents from watched folders
A watched folder sets its own groups again with every sync. Removing one of these groups here therefore does not last. It is better to change the groups on the folder itself. SharePoint documents get their permissions from SharePoint.
Deleting documents
- Tick the documents in the list. The tick box in the header row selects all documents on the current page.
- Click the red button that then appears.
- Confirm with Delete.
What deleting does depends on your role:
| What happens | |
|---|---|
| Administrator | The document is permanently deleted from LOKI, with all its search data. |
| Manager | If the document is also shared with groups you do not manage, LOKI only removes your groups; it remains available to the others. If you manage all of the document's groups, it is permanently deleted. |
If you delete a document from a watched folder, LOKI puts the file on the folder's Excluded files list. That way it does not come back with the next sync. How to undo this is described under Watched folders.
Deleting in LOKI changes nothing at the source itself, that is, in the folder on the server or in SharePoint.