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Managing Documents in the Web App

The Documents section in the SiftHub Web App provides comprehensive tools for organizing and managing your uploaded files. You can create and manage folders, upload documents into folders, search for specific documents, apply filters, perform bulk updates, and manage folder access.

 

Accessing Documents

  1. Log in to the SiftHub Web App using your credentials.
  2. In the left-hand navigation pane, click on Repository.
  3. Select Documents from the submenu. This will open the folder list.

 

Understanding the Documents Page

SiftHub Documents follow a single-level structure:

  • Top level contains only folders (no files at the top level).

  • Files live inside folders (folders do not contain other folders).

  • Access is controlled at the folder level, and applies to all files inside the folder. (There is no separate access setting for individual documents.)

A Default folder is created automatically when an account is created. This folder is accessible to all users in the account by default.

 

Folder view: Managing folders (Repository → Documents)

On the Documents home page, you’ll see a list of folders along with key details such as Access, Collections, Owner, and Added on.

Create a new folder (Admins)

  1. Go to Repository → Documents.

  2. Click New Folder (top-right).

  3. Enter a folder name and create the folder.

Folder actions

Use the ⋮ (Actions) menu on a folder to:

  • Rename the folder

  • Manage Access (control who can access the folder)

  • Update Collections (link/delink the folder to collections)

  • Delete the folder (Admins)

You can also select multiple folders using checkboxes to perform bulk actions like Update Collections and Delete.

Managing Folder Access

Folder access controls who can access the folder (and the documents inside it).

To manage folder access:

  1. Go to Repository → Documents (folder list)

  2. Click the ⋮ (Actions) menu for the folder

  3. Select Manage Access

  4. Choose an access level:

    • <Account name>: All users in the account can access

    • Private: Only owner can access

    • Restricted: Only selected users/teams can access

  5. If Restricted, add or remove users/teams

  6. Click Done

 

Document view: Managing documents inside a folder

After you open a folder, you’ll see a list of documents inside that folder with details such as:

  • Name: The name of the document and its file type

  • Owner: The user who uploaded the document

  • Collections: The collections that the document is linked to

  • Added on: The date and time the document was uploaded

From here, you can:

  • Preview a document

  • Search, filter, and sort documents

  • Select one or more documents for bulk operations

  • Upload new documents (Admins)

 

Previewing a Document

Clicking on the name of the document will either open it for preview or download it, depending on its file type.

  • PDFs and Word (.docx) files will open in a new tab for preview, and can be downloaded from there
  • The other file types will be downloaded into your local machine.

 

Uploading Documents

Upload one or more documents at a time in the SiftHub Web App.

  • Click the Upload Documents button in the top right corner
  • Select one or multiple files in the file explorer modal that opens up:
    • Upload files individually
    • Select multiple files using Ctrl/Cmd + click
  • (Optional) Link the document(s) to Collections
  • Click 'Upload', to begin the uploading process

 

Supported File Types:

  • Microsoft Word documents (.docx)

  • PDF files (.pdf)

  • Excel spreadsheets (.xlsx)

  • PowerPoint presentations (.pptx)

  • CSV files (.csv)

  • Markdown files (.md)

 

Upload limits

  • Maximum file size: 25 MB per file

  • Bulk upload: Up to 20 files at once


Handling Duplicate Documents

When uploading a document that already exists in your repository, SiftHub will detect the duplicate. In such a case, you have two options - 

  • Keep both: The duplicate document(s) will be uploaded with a version number added
  • Skip: Cancels the upload 

Once Uploaded

  • Documents will appear in your repository immediately
  • Processing for search and answer generation begins automatically

 

Searching, Sorting and Filtering Documents

 

Finding the right document is quick and intuitive.

Search: Enter keywords or phrases in the search bar to search through document names and content

Filter: Filter options narrow down your results using multiple filters:

  • Owner: Filter by document owner(s)
  • Collection: Show documents from specific collections
  • Added on: Select a date range

Sort: Click any column header to sort your document list:

  • Name (A-Z or Z-A)
  • Owner (alphabetically)
  • Added on (newest/oldest first)

 

Individual and Bulk Updates

 

Save time by managing multiple documents simultaneously. Select one or more documents using the checkboxes to enable bulk actions at the top of the list.

Update Collections

Click the "Update Collections" dropdown to:

  • Link to Collections: Link selected documents to one or more Collections. 
  • Delink from Collections: To delink selected documents from Collections they're currently linked to. 

Note: Collections with "Link All" Documents enabled will not show up in the list for bulk update.

 

Deleting Documents

To delete (Admins) one or more documents from the Documents Repository:

  1. Select the documents you want to delete
  2. Click the trash icon button that appears in the top actions bar
  3. Confirm the deletion in the confirmation modal that appears

Note: Deletion is permanent and cannot be undone, so please review your selection carefully before confirming.