Add and organize documents

Four levels, top to bottom:

• Workspace. Your private Takibi space. Everything you create lives here; there is one per account, renamed in Settings → Account by whoever can manage billing.
• Client. An optional label that groups projects, usually who the work is for, like Acme. Projects without one are personal.
• Project. An area of work with its own documents, folders, tasks, and access grants.
• Folder. A group inside a project, like Support or Operations. Documents without a folder are Unfiled.

Uploads, and imports where neither AI nor you assigns a client, land in personal projects. Location affects access: a folder grant includes documents in that folder, while unfiled documents require project-wide access. See document grants.

Use a project for an area of work, grouped under a client or left personal. Folders divide its documents into useful groups, such as Support, Operations and Brand.

1. Open Documents. Use New project if you need a separate project.
2. Select that project and choose New folder to add a group.
3. Select the destination before uploading. Check the Folder field in the upload window; Unfiled means the file belongs to the project without a folder.

Location affects access: a folder grant includes documents in that folder, while unfiled documents require project-wide access. See document grants.

1. Choose Upload files, then drop files into the window or use Choose files.
2. Check the project, folder and queued files. The uploader accepts PDF, Word .docx, Markdown and text; the current limit is 10 MB per file.
3. Choose Upload and read the result for each file. A completed batch can contain both indexed files and files that need attention.
4. Open an indexed document to inspect the converted text that agents will read.

PDFs need extractable text; there is no OCR step for scanned pages. Word support is .docx, not legacy .doc.

Takibi stores the original file separately from its searchable text. A file being present in the list does not by itself mean it is available to agents. For held, refused or failed results, follow the recovery guide.

Use Import with AI in Documents when you have a collection of Markdown or text files and want help organizing it. This flow accepts .md, .markdown and .txt only. Upload PDFs and Word .docx files with the regular uploader instead.

1. Pick the files and choose Draft the filing plan. The pick screen explains how much text is sent for sorting.
2. Review the proposed projects and folders. Move files, rename groups, or add destinations where needed.
3. Check the file count and choose Create to apply the plan. AI suggests a client for each new project — adjust it on the project card (Personal, an existing client, or a new name); new names are created when you apply. Existing projects keep their own client. Drafting the plan alone does not file the documents.
4. Read the completion summary. If some files failed, check their reasons and the documents already created before trying those files again.

If sorting fails, nothing has been filed by that draft. Retry the draft or use a normal upload into folders you choose yourself.

Open a document and choose Edit text to correct its converted text. Save your changes, then check its status. Saving runs the content checks again and rebuilds the searchable chunks when the text is accepted.

This edits the searchable version, not the stored original. Retry later rereads the original, so it can replace your text corrections. Editing is unavailable when the preview is truncated; do not save a partial preview as a complete document.

To move documents, select them, choose the destination folder and confirm Move. Bulk moves stay within one project. For a selection spanning projects, narrow it to one project first. Check any partial-success message for files that stayed put.

To tag documents, select them and choose Tag. Browse your existing tags or type a new name; one write tags every selected file, even across projects.

Moving a document can change which Profiles can read it. Recheck the affected folder grants after a move.

Open a document and choose Download for its original file. To export a project, select the project in Documents and choose Export project. The download is an Open Knowledge Format bundle.

Only a signed-in person can edit text, download originals, upload, delete, or export a project. A Profile key can only read the converted text its Profile is allowed to see.

Keep an export or original download before deleting or consolidating source material you may need again.