AI Content Properties Management Guide

Introduction

The Content Properties Management interface provides a powerful tool for uploading, organizing, and managing the documents that power your AI assistant. This document-centric approach allows you to provide your AI with structured information, control how content is processed, and organize information for optimal retrieval.

Accessing Content Properties Management

The Content Properties Management interface is accessible to users with Content Manager permissions. You can access it:

• Through the main navigation menu under "Content"
• Via the Knowledge Base interface when adding or managing content
• By clicking "Manage Content" in various AI administration areas

Content Properties Management Interface Overview

The interface consists of two main tabs:

1. Content: For managing file information, uploading documents, and configuring metadata
2. Access: For controlling which knowledge bases include the content

Uploading Content

Adding New Files

To add files to your AI knowledge base:

1. Select Knowledge Base(s):

   • Choose one or more knowledge bases from the dropdown at the top
   • This is required before uploading files
   • A red border indicates this needs to be completed

2. Add Files:

   • Drag and drop files directly onto the upload area
   • Click anywhere in the upload area to open the file browser
   • Multiple files can be uploaded simultaneously (in "Add New" mode)

3. Supported File Types:

   • Documents: PDF, DOCX, DOC, RTF, TXT, MD
   • Spreadsheets: XLSX, XLS, CSV
   • Presentations: PPTX, PPT
   • Media: MP4, MP3, AMR, MOV, AVI, FLAC, WAV, WebM, OGG, M4A
   • Other: XML, HTML, JSON

4. Upload Process:

   • Click the "Upload" button to begin file processing
   • A progress indicator appears during upload
   • Status badges show "Pending" → "Uploading" → "Succeeded"

AI Processing Status

After uploading, files are processed by the AI system:

1. Processing status is indicated in the Content Properties
2. During processing, a progress indicator is shown
   • Processing
   • Convert to PDF (only if it's a non-pdf file)
   • Compress pdf
   • Extracting tables: Processing structured table data in your document
   • Vectorizing data: Inserting the data into the DB
   • Complete
3. If processing takes longer than expected, a "Retry AI Processing" button appears
4. Click "Retry" if processing seems stuck or encounters issues

Note: Processing can take several minutes per document depending on size and complexity. Larger documents may take longer.

Content Information Configuration

Basic File Information

Configure essential details about your content:

1. Display Name: The title users will see (auto-populated from filename but can be customized)

2. Description: Optional context about the document's purpose or content

3. File Information: System displays automatically:

   • File type and extension
   • File size (both upload and compressed)
   • Processing status

Publish Attributes

Control how content is organized and when it's available:

1. Tags: Add keywords to make the content discoverable

   • Type a tag name and press Enter to add
   • Select from existing tags in the dropdown
   • Multiple tags can be assigned to each item

2. Topic: Categorize content by subject area

   • Select a single topic from the dropdown
   • Topics help organize content by domain

3. Publishing Schedule:

   • Start Date: When the content becomes available (optional)
   • End Date: When the content expires (optional)
   • Content outside its publish window won't be used in responses

Featured Content Settings

Highlight important content for easy discovery:

1. Featured Content Enabled: Toggle to mark the document as featured
2. Title: Custom display title for the featured view
3. Description: Brief summary that appears in the featured card
4. Featured Image URL: Link to an image that represents the content
5. Preview Card: Shows how the featured content will appear

Managing Existing Content

Viewing Content Files

For supported file types, you can preview the content:

1. Click the "View File" button next to the document
2. A full-screen viewer opens with the appropriate format:
   • PDF, Office documents: Built-in document viewer
   • Video files: Video player with controls
   • Text files: Formatted markdown preview
   • HTML: Code view with option to open the live page

Updating Files

To replace an existing file:

1. Click "Update File" next to the current document
2. Select a new file to replace the current one
3. The file is uploaded and processed while maintaining the same metadata

AI Processing Status

After uploading, files are processed by the AI system:

1. Processing status is indicated in the Content Properties
2. During processing, a progress indicator is shown
   • Processing
   • Convert to PDF (only if it's a non-pdf file)
   • Compress
   • Extracting tables: Processing structured table data in your document
   • Vectorizing data: Inserting the data into the DB
3. If processing takes longer than expected, a "Retry AI Processing" button appears
4. Click "Retry" if processing seems stuck or encounters issues

Editing Multiple Files

When uploading multiple files:

1. The display name and description fields are disabled
2. Click the pencil icon next to each file to edit:
   • Custom filename
   • File-specific description

Deleting Content

To remove content:

1. Click the "Delete" button in the header
2. Confirm deletion in the popup dialog
3. The content is removed from all knowledge bases

Note: Deleting content may affect AI responses that previously used this information.

Content Access Control

The Access tab allows you to control which knowledge bases include this content:

Knowledge Base Assignment

1. View current knowledge base assignments
2. Add or remove knowledge base associations
3. Configure knowledge base-specific settings

Note: Content must be assigned to at least one knowledge base to be utilized by the AI.

Meta Information

View detailed technical information about the content:

1. Click on the "Meta Information" panel to expand
2. Review details including:
   • Original filename
   • Content type and extension
   • File sizes (original and compressed)
   • Content ID (unique identifier)
   • AI processing status
   • Creation and modification information

Content Properties Management Best Practices

Document Optimization

For best results with AI processing:

• Use clear, well-structured documents
• Include headers and organized sections
• Keep individual documents focused on specific topics
• Use standard formatting when possible
• Ensure text is selectable (not images of text)

Organization Strategy

Effective content organization:

• Use consistent naming conventions
• Apply relevant tags for cross-reference
• Group related documents in the same knowledge bases
• Use topics for high-level categorization
• Set appropriate publish dates for time-sensitive content

Monitoring and Maintenance

Regular content management tasks:

• Review processing status to ensure successful indexing
• Update content when information changes
• Remove outdated or redundant documents
• Check AI responses against your content to verify retrieval quality
• Monitor knowledge base performance with test questions

Troubleshooting

Issue: File upload fails

• Check file size (maximum 100MB)
• Verify file format is supported
• Ensure knowledge base selection is made
• Try uploading one file at a time

Issue: Content not appearing in AI responses

• Verify AI processing completed successfully
• Check if content is assigned to the correct knowledge base
• Ensure publish dates are valid (if specified)
• Test with specific questions related to the content

Issue: File preview not working

• Check if file format is supported for preview
• Verify file was properly uploaded
• Try using the "View Live Page" option for HTML content
• Some complex files may have limited preview capabilities

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For additional assistance with content management, click the question mark icons next to each section heading for contextual help.