Files Module - User Guide

Overview

The Files module provides comprehensive file management capabilities and serves as the entry point for document intelligence in the platform. When files are uploaded, they automatically undergo AI-powered analysis to extract structured information that feeds into the platform's Knowledge Base and powers other intelligent features.

The module includes both manual file management and automated folder synchronization capabilities, supporting multiple cloud providers for seamless document workflow integration.

Note: This module requires the files module to be enabled for your company. Enhanced analysis features require additional AI agents for classification and data extraction.

The File Intelligence Pipeline

📂 From Upload to Intelligence

When you upload a file to the system (either manually or through automated synchronization), it goes through an sophisticated automated analysis process:

File Upload → Content Extraction → AI Classification → Data Analysis → Knowledge Base Integration → Business Intelligence

Step 1: Content Extraction

System extracts text content from uploaded documents
Supports PDF, Word, Excel, and other common formats
Content becomes available for AI processing

Step 2: AI Classification

FileClassificator Agent analyzes document content
Automatically determines document type (invoice, contract, offer, report, etc.)
Learns from your company's document patterns over time
Creates or updates document type categories

Step 3: Intelligent Analysis

FileAnalyzer Agent extracts structured business data
Uses predefined schemas based on document type
Applies AI analysis to identify key information fields
Generates structured data ready for business use

Step 4: Knowledge Base Integration

Extracted information automatically creates structured business records
Data becomes searchable and filterable in your Knowledge Base
Information feeds into dashboards, reports, and AI insights
Links maintained between original file and extracted data

🤖 AI Agents in Action

FileClassificator Agent:

Determines document types automatically
Learns your company's document categories
Ensures consistent classification across uploads
Updates type definitions based on new document patterns

FileAnalyzer Agent:

Extracts business-relevant information from classified documents
Uses customizable extraction templates per document type
Processes content intelligently to identify key data points
Creates structured records ready for business analysis

Manual File Management

File Manager Layout

When you access the Files module at /files/manager, you'll see:

File List: Comprehensive table of all uploaded files
Search & Filter: Find files by name or document type
File Details: Metadata and processing status for each file
Actions: Download, reprocess, or delete files

File Information Display

Table Columns:

ID: Unique file identifier
Filename: Original file name with visual formatting
Type: AI-determined document category
Status: Processing status and extracted information availability
Actions: Available operations for each file

File Status Indicators:

Processed: File analyzed and Knowledge Base record created
Classified: Type determined but analysis pending
Pending: Upload complete, processing in progress
Error: Processing failed, manual intervention needed

Automated Folder Synchronization

🔄 Drive Integration Overview

The platform includes powerful automated synchronization capabilities that connect your cloud storage folders directly to the intelligent file processing pipeline. This means documents added to configured folders are automatically imported, analyzed, and integrated into your Knowledge Base without manual intervention.

Access: Drive synchronization is available at /drive/manager and requires the files module permission.

Supported Cloud Providers

Google Drive:

Full folder synchronization from shared or personal folders
Automatic detection of new, modified, and deleted files
Real-time content extraction and analysis
Support for all Google Drive-compatible file formats

Nextcloud:

WebDAV-based synchronization with Nextcloud servers
Secure authentication with encrypted credentials
Custom folder path configuration
Full file lifecycle management

Setting Up Folder Synchronization

Configuration Process:

Access Drive Manager: Navigate to the Drive module interface
Add New Sync Folder: Click "Add" to configure a new synchronized folder
Choose Provider: Select Google Drive or Nextcloud
Configure Access: Provide folder ID/link and authentication details
Start Sync: Initiate first synchronization and set up automatic monitoring

Google Drive Setup:

Folder Identification: Paste folder sharing link or extract folder ID
Access Permissions: Ensure folder is accessible with appropriate permissions
Automatic Processing: System extracts folder ID from sharing links automatically
Visual Feedback: Interface shows original link for verification

Nextcloud Setup:

Server Configuration: Provide Nextcloud server URL
Authentication: Username and password for WebDAV access
WebDAV Path: Custom WebDAV root path (typically /remote.php/webdav/)
Folder Path: Specific folder path within Nextcloud instance

Synchronization Process

Sync Cycle Operations:

Change Detection: System monitors folders for new, modified, or deleted files
File Retrieval: New or updated files downloaded to platform storage
Content Processing: Files undergo same analysis pipeline as manual uploads
Knowledge Integration: Extracted data automatically creates business records
Status Tracking: Sync history and file processing status maintained

Smart Synchronization Features:

Incremental Updates: Only changed files are processed during sync cycles
Deletion Handling: Files removed from cloud folders are cleaned up locally
Modification Detection: Changed files are re-analyzed and Knowledge Base updated
Error Recovery: Failed synchronizations are logged and can be retried
Background Processing: Sync operations run asynchronously without blocking interface

Drive Management Interface

Synchronized Folders Dashboard:

Folder List: All configured sync folders with status information
Last Sync Status: Timestamp and result of most recent synchronization
Sync Controls: Manual sync triggers and configuration management
Provider Information: Cloud provider type and connection details

Folder Status Indicators:

Available: Successfully configured and ready for synchronization
Syncing: Active synchronization in progress
Error: Sync failure requiring attention
Never Synced: Newly configured folder pending first sync

Management Operations:

Manual Sync: Trigger immediate synchronization for any folder
Edit Configuration: Update folder paths, credentials, or sync settings
Remove Sync: Disconnect folder from automatic synchronization
View Sync History: Track synchronization events and file processing results

File Operations

✅ What You Can Do

File Management:

View All Files: Browse complete file inventory for your company (manual and synced)
Search Files: Find files by filename using real-time search
Filter by Type: Show only specific document types
Filter by Source: Distinguish between manually uploaded and synchronized files
Download Files: Access original uploaded documents
Delete Files: Remove files and associated data

Processing Control:

Reprocess Files: Trigger re-analysis with updated settings
View Metadata: Examine file details and extracted information
Monitor Status: Track processing progress and results
Edit Metadata: Update file information manually when needed

Synchronization Management:

Configure Sync Folders: Set up automatic synchronization with cloud providers
Manual Sync Triggers: Force immediate synchronization when needed
Sync Status Monitoring: Track synchronization progress and history
Provider Management: Configure multiple cloud storage connections

Information Access:

View Extracted Data: See structured information in detailed metadata view
JSON Export: Access raw extracted data in structured format
Link to Knowledge Base: Navigate to business records created from files
Cross-Reference: Connect file data with dashboard and chat insights

🔄 Automated Processing Workflow

Upload Triggers:

Manual Upload: Document uploaded through any interface (Chat, Files module, direct upload)
Automatic Sync: Files added to synchronized cloud folders
Content Extraction: Text and data extracted from file format
Type Classification: AI determines document category automatically
Schema Application: Appropriate data extraction template applied
Information Analysis: Structured data extracted using AI analysis
Knowledge Base Integration: Business record created with structured data
Platform Integration: Data becomes available across all platform modules

Sync-Specific Processing:

Parallel Processing: Multiple sync folders processed simultaneously
Change Monitoring: Continuous monitoring of configured cloud folders
Incremental Updates: Only modified files trigger reprocessing
Dependency Management: Dashboard widgets updated when relevant sync data changes
Event Triggers: Workflow automation activated based on synchronized file content

📊 Integration with Knowledge Base

Automatic Data Creation: Every successfully processed file (manual or synchronized) creates corresponding Knowledge Base records:

Source Tracking: Business records linked to original files and sync sources
Type Mapping: Document types become Knowledge Base categories
Data Structure: Extracted information stored as structured JSON data
Metadata Preservation: File details and sync information maintained alongside extracted data

Knowledge Enhancement:

Searchable Content: File content becomes searchable through Knowledge Base queries
Filtered Access: Knowledge Base filtering includes file-derived data from all sources
Dashboard Integration: File data powers dashboard widgets and analytics
Chat Intelligence: AI assistant references file-extracted information from all sources

❌ What You Cannot Do

Access Restrictions:

Cannot view or manage files from other companies
Cannot access files uploaded by other users (unless shared)
Cannot modify file content after upload or sync
Cannot change file processing history or original metadata
Cannot access cloud provider credentials stored by other users

Processing Limitations:

Cannot force processing of unsupported file formats
Cannot modify AI classification results directly (must reprocess)
Cannot merge multiple files into single Knowledge Base records
Cannot schedule automated processing (processes immediately on upload/sync)

Synchronization Constraints:

Cannot sync folders without proper cloud provider permissions
Cannot modify sync history or override change detection
Cannot force sync of files that exceed system size limits
Cannot bypass cloud provider rate limits or API restrictions

Data Constraints:

Cannot export bulk file data directly
Cannot modify extraction schemas without administrator access
Cannot revert Knowledge Base record creation once files are processed
Cannot process files that exceed system size limits

Advanced Features

🔧 Metadata Management

File Metadata Views:

Friendly View: Human-readable display of file information and extracted data
JSON View: Raw structured data for technical analysis
Editable Fields: Certain metadata can be updated manually
Processing History: Track of analysis and reprocessing events
Sync Information: Cloud provider source and synchronization details

Enhanced Metadata Structure:

{
  "type": "invoice",
  "processing_status": "completed",
  "source": "google_drive_sync",
  "drive_folder_id": "1XYZ...",
  "sync_timestamp": "2024-01-15T10:30:00Z",
  "extracted_data": {
    "customer_name": "Acme Corp",
    "amount": 1500.00,
    "date": "2024-01-15",
    "status": "paid"
  },
  "classification_confidence": 0.95
}

🎯 Document Type Management

Dynamic Type Learning:

System learns new document types automatically from all sources
Classification improves with examples from manual uploads and sync folders
Custom extraction templates configurable per type
Business-specific document categories supported across all input methods

Extraction Configuration:

Administrators can configure what data to extract per document type
Extraction schemas adapt to business needs and apply to all file sources
Field mappings customizable for specific document formats
Quality validation ensures extraction accuracy regardless of source

📈 Performance Optimization

Smart Processing:

Caching: Processed results cached for fast access across all sources
Dependency Tracking: Only relevant dashboards updated when files change
Batch Processing: Multiple files and sync operations processed efficiently
Resource Management: Processing optimized for system performance

Quality Assurance:

Confidence Scoring: AI classification includes confidence levels for all sources
Validation Checks: Extracted data validated for consistency
Error Reporting: Processing failures clearly identified with source information
Manual Override: Manual correction capabilities for edge cases

Sync Optimization:

Change Detection: Only modified files trigger reprocessing during sync
Error Recovery: Failed sync operations can be retried automatically
Rate Limiting: Respect cloud provider API limits and usage quotas
Background Operations: Sync processes run without blocking user interface

Integration Benefits

🔗 Cross-Module Intelligence

Dashboard Module:

File-extracted data automatically available in Knowledge Base widgets
Document analysis powers business intelligence dashboards (from all sources)
Real-time updates when files are reprocessed or re-synced
Filtered views based on document types and extracted information

Chat Module:

AI assistant references file content and extracted data from all sources
Natural language queries about document information
File upload and analysis directly within chat interface
Context-aware responses based on document intelligence from manual and synced files

Knowledge Base Module:

Every processed file creates structured business records
File data becomes searchable through Knowledge Base interface
Advanced filtering and analysis capabilities
Direct link between files and extracted business data

Workflow Module:

File processing triggers automated workflows
Business processes activated based on document content from any source
Event-driven automation using extracted data
Integration with external systems based on file analysis

🧠 AI Agent Coordination

Intelligence Scaling: Your file processing capabilities depend on available AI agents:

Classification Agents: More accurate document type detection
Analysis Agents: Enhanced data extraction capabilities
Context Agents: Better integration with existing company data
Validation Agents: Improved data quality and accuracy

🌐 Cloud Provider Benefits

Google Drive Integration:

Seamless Workflow: Documents shared to folders automatically become part of your business intelligence
Team Collaboration: Multiple users can add documents to sync folders
Real-time Processing: New documents processed as soon as they appear in Drive
Permission Inheritance: Sync respects Drive sharing and permission settings

Nextcloud Integration:

Self-hosted Control: Keep document processing within your infrastructure
Custom Configuration: Flexible WebDAV configuration for specific setups
Enterprise Security: Integration with enterprise Nextcloud deployments
Private Cloud Benefits: Full control over document storage and processing pipeline

Maximizing File Intelligence: Files are the foundation of your platform's intelligence, whether uploaded manually or synchronized automatically. The more documents you process from various sources, the smarter your AI becomes, and the more valuable insights you gain across all modules. Work with your administrator to optimize extraction schemas and configure strategic sync folders for your business documents.