Before adding a document

• Verify the project code and name.
• Confirm that the file is authorized for the selected private or shared scope.
• Use a clear filename and retain the official version in your organization’s designated system.
• Remove unnecessary information before upload.

After adding a document

1. 01

   Find the document in the project library.

2. 02

   Open or download it to confirm that it is the correct file.

3. 03

   Review its summary or metadata when that information is displayed.

4. 04

   Remove an incorrect version only when your role and document policy allow it.

Understand indexing before asking questions

Uploading stores a document; indexing prepares its content for retrieval. The library can show queued, processing, ready or failed indexing states. A downloadable file can therefore exist before its content is ready for search. The summary and indexing state describe different processing steps.

1. 01

   Check the file name, version, private/shared scope and indexing status in the document list. Wait when processing is still underway.

2. 02

   If indexing failed and the document menu offers Retry indexing, use that action once. It appears only when your permissions and the document state permit recovery.

3. 03

   Check the refreshed status. If recovery fails again, report the file name, visible error and time; avoid uploading duplicate copies as a substitute for diagnosis.

Advanced tips

• Ask a narrow verification question with a known answer and check the cited passage. “Ready” means indexing completed, not that every question will retrieve the right passage.
• Use explicit revision names and state which version is authoritative. If two files disagree, request a comparison with citations instead of silently replacing one.
• Changing visibility affects who may access a document. Verify the destination scope before sharing; an indexing retry should not be used to change access.