Documents & imports
Choose where files belong, check their searchable text, and keep a copy of your knowledge.
How workspaces, clients, collections, and folders fit
Four levels, top to bottom:
| Level | Meaning |
|---|---|
| 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 collections, usually who the work is for, like Acme. Collections without one are personal. |
| Collection | An area of work with its own documents, folders, tasks, and access grants. |
| Folder | A group inside a collection, like Support or Operations. Documents without a folder are Unfiled. |
Uploads, and imports where neither AI nor you assigns a client, land in personal collections. Location affects access: a folder grant includes documents in that folder, while unfiled documents require collection-wide access. See document grants.
Choose a collection and folder
Use a collection 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.
- Open Documents. Use New collection if you need a separate collection.
- Select that collection and choose New folder to add a group.
- Select the destination before uploading. Check the Folder field in the upload window; Unfiled means the file belongs to the collection without a folder.
Location affects access: a folder grant includes documents in that folder, while unfiled documents require collection-wide access. See document grants.
Upload and check a file
Upload a file and check the text agents will read:
- Choose Upload files, then drop files into the window or use Choose files.
- Check the collection, folder and queued files. The uploader accepts PDF, Word
.docx, Markdown and text; the current limit is 10 MB per file. - Choose Upload and read the result for each file. A completed batch can contain both indexed files and files that need attention.
- 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.
Review an AI filing plan
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.
- Pick the files and choose Draft the filing plan. The pick screen explains how much text is sent for sorting.
- Review the proposed collections and folders. Move files, rename groups, or add destinations where needed.
- Check the file count and choose Create to apply the plan. AI suggests a client for each new collection — adjust it on the collection card (Personal, an existing client, or a new name); new names are created when you apply. Existing collections keep their own client. Drafting the plan alone does not file the documents.
- 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.
Edit searchable text or move documents
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 collection. For a selection spanning collections, narrow it to one collection 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 collections.
Moving a document can change which Profiles can read it. Recheck the affected folder grants after a move.
Download or export
Open a document and choose Download for its original file. To export a collection, select the collection in Documents and choose Export collection. The download is an Open Knowledge Format bundle.
Only a signed-in person can edit text, download originals, delete, or export a collection. Uploads also accept Profile keys with the Uploads permission, filing into their granted collections; other keys can only read the converted text their Profile is allowed to see.
Keep an export or original download before deleting or consolidating source material you may need again.