Navigating Document Manager Interface

This section walks you through the main screens you will use in Docs, including what you will see and what each area is used for.

1. Accessing Docs

There are two ways to access Docs in AIQ.

Option 1: From the Ask CAI Workspace

This is the quickest way to access Document Q&A.

1. Open Ask CAI.
2. At the top of the chat workspace, locate the available agent capsules.
3. Click the Docs capsule.
4. You'll be taken directly to the Document Q&A workspace.

Tip: Use this option when you're already working in Ask CAI and want to switch to Document Q&A without leaving your conversation.

Option 2: From the Navigation Menu

Use this option to access either Document Manager or Document Q&A.

1. Click the Navigation menu (⋮) in the top navigation bar.
2. Scroll down to the Agents section.
3. Select one of the following:
   • Ask Documents to ask questions and analyze your documents.
   • Manage documents to upload, organize, and manage your documents.

Note: In the current AIQ interface, these options may still appear as Ask Documents and Manage Documents. Throughout this guide, they are referred to as Document Q&A and Document Manager, respectively.

Top Navigation and Access Controls

• Document Manager / Document Q&A Tabs: Quickly switch between document management and the Ask Documents experience.
• Permission: Manage document and folder access permissions for users or teams.
• My Access: View the folders and documents you currently have access to.

Search and Filter Controls

• Search Bar: Search for folders or files within the workspace.
• All Filter: Select all available documents in the current view. Once selected, additional actions become available at the bottom right, including Tag Selected, Move Selected, and Delete Selected.
• Clear: Clear active filters or selections from the workspace view.

Folder and Upload Actions

• New Folder: Create a new folder to organize documents.
• Upload button: This allows you to upload new files into the selected folder or workspace location.

Folder Panel Actions

• Expand / Collapse Folder Arrow: Show or hide the contents inside a folder.
• Folder Navigation Panel: Browse through folders and move between document locations.

Document Table Actions

• Checkbox Selection: Select one or multiple files for bulk actions.
• Download Icon: Download a document to your device.
• Tag Icon: Assign or manage tags for a document.
• Location / Move Icon: Move a document to another folder or location.
• Delete Icon: Remove a document from the workspace.

2. How to Upload a Document

Before You Start

Before you can use Document Q&A, you must first upload your documents to Document Manager. Once uploaded, AIQ automatically processes each document, making it searchable and available for AI-powered analysis.

Note: Documents can only be queried after they have finished processing and display a Ready (100%) status.

Uploading a Document

If you are currently in the Document Q&A workspace, click the Document Manager tab at the top of the page to switch to the Document Manager interface.

To upload a document:

1. Click Upload in the upper-right corner of the Document Manager workspace.
2. Browse your computer and select the document you want to upload.
3. After selecting the file, the Document Visibility window will appear.
4. Choose how you would like the document to be shared:
   • Visible to everyone in this tenant – Select this option to make the document available to all users within your organization.
5. If you want to restrict access, uncheck the visible to everyone box and configure your permissions using one or both of the following:
   • Visibility Tags – Tags control access based on administrator-defined rules. Only users whose roles or claims match the selected tags will be able to access the document. If you do not see the tag you need, contact your administrator.
   • Restrict by Roles – Assign one or more user roles to grant access to everyone with those roles, without requiring custom visibility tags.
6. Click Upload to complete the process.

Your document will appear in the document library with a Queued status while it is being processed.

Expected Outcome: Your document will progress through the processing stages: Queued > Preparing > Processing > Ready. Once the status shows Ready (100%), the document is fully indexed and available for use in Ask Documents

 

Document Processing Status

After a document is uploaded, AIQ automatically processes it in the background. During this time, the document is analyzed and indexed so it can be searched and referenced by Document Q&A.

The processing status is displayed in the Index column of the Document Manager.

Term	What It Means
Queued	The document has been uploaded and is waiting to be processed.
Preparing	AIQ is preparing the document for indexing.
Processing	The document is being analyzed and indexed.
Ready (100%)	Processing is complete and the document is ready to be used in Document Q&A.

Tip: Wait until a document displays Ready (100%) before selecting it in Document Q&A. Attempting to query a document that is still processing may result in incomplete or unavailable responses.