Adding and Organizing Documents

This guide explains how to upload, organize, and manage documents in PromptOwl’s  Data Room for use with your AI prompts.

Overview

The Data Room is your central repository for all documents that power your AI prompts. Documents uploaded here can be:

• Connected to prompts for RAG (Retrieval Augmented Generation)
• Organized into folders
• Shared with team members
• Automatically indexed for AI search

Accessing the Data Room

1. Click the Data Room icon in the left sidebar
2. You’ll see your folders and documents displayed in a grid view

Creating Folders

Organize your documents with folders for easy management.

Adding a New Folder

1. Click the New Folder button
2. Enter a folder name (max 30 characters)
3. Click Create

Folder Naming Guidelines

• Use letters, numbers, spaces, hyphens, and underscores only
• Choose descriptive names (e.g., “Product Documentation”, “FAQ Content”)
• Keep names concise but meaningful

Uploading Documents

PromptOwl supports several methods for adding content to your Data Room.

Supported File Types

Method 1: Single File Upload

1. Navigate to a folder (or stay in root)
2. Click Add Document
3. Select File Attachment
4. Choose your file or drag and drop
5. Fill in the metadata:
   • Name - Display name for the document
   • Description - Brief summary (optional)
   • Author - Source author (optional)
   • Publish Date - Original publication date (optional)
6. Click Upload

Method 2: Bulk Upload

Upload multiple files at once:

1. Navigate to your target folder
2. Click Bulk Upload
3. Select multiple files (or drag and drop)
4. Review the upload queue:
   • Green checkmark = valid file
   • Red X = invalid file type or size
5. Click Upload All

Bulk Upload Features:

• Up to 3 files upload simultaneously
• Progress bar for each file
• Retry option for failed uploads
• Summary of successful/failed uploads

Method 3: Add Text Content

Add content directly without a file:

1. Click Add Document
2. Select Paragraph Text
3. Enter a name for your content
4. Type or paste your text in the editor
5. Add optional metadata
6. Click Save

Method 4: Add Website Link

Reference external web content:

1. Click Add Document
2. Select Website Link
3. Enter the URL
4. Add a display name
5. Add optional description
6. Click Save

The content from the URL will be fetched and indexed for AI use.

Document Metadata

Each document can include metadata that improves organization and citation quality.

Available Metadata Fields

Why Metadata Matters

• Better Citations: When AI references your documents, proper metadata creates professional citations
• Improved Search: Descriptions and tags help you find documents quickly
• Organization: Consistent naming and tagging keeps your Data Room manageable

Organizing Documents

Moving Documents to Folders

1. Open the document you want to move
2. Click Move to Folder
3. Select the destination folder
4. Confirm the move

Editing Document Details

1. Click on a document to open it
2. Click Edit
3. Update any fields (name, description, metadata)
4. Click Save

Deleting Documents

1. Find the document in your Data Room
2. Click the … menu on the document card
3. Select Delete
4. Confirm deletion

Warning: Deleting a document removes it from all prompts using it. This action cannot be undone.

Folder Management

Renaming a Folder

1. Click the … menu on the folder card
2. Select Rename
3. Enter the new name
4. Click Save

Deleting a Folder

1. Click the … menu on the folder
2. Select Delete
3. Confirm deletion

Warning: Deleting a folder also deletes ALL documents inside it.

Syncing Documents for AI Use

Documents must be synced (indexed) before AI prompts can search and retrieve their content.

Understanding Sync Status

Each document shows a sync status indicator:

Syncing a Folder

1. Navigate to the folder
2. Click Sync Folder
3. Wait for the sync to complete

The sync process:

• Extracts text from all documents
• Breaks content into searchable chunks
• Creates AI embeddings for semantic search
• Updates the sync status

When to Re-sync

Re-sync your folders when:

• You’ve added new documents
• You’ve updated existing documents
• You see “Modified” status on documents
• AI responses seem to miss relevant content

Sharing Documents

Sharing with Individuals

1. Click the … menu on a document or folder
2. Select Share
3. Enter email addresses
4. Select permission level:
   • Viewer - Can view only
   • Editor - Can view and edit
5. Click Share

Sharing with Teams

1. Click Share on a document or folder
2. Select Share with Team
3. Choose the team from the dropdown
4. Click Share

Permission Inheritance

• When you share a folder, all documents inside inherit those permissions
• Direct document sharing overrides folder permissions
• Users see only what they have access to

Connecting Documents to Prompts

From the Prompt Editor

1. Open your prompt in edit mode
2. Go to the Variables section
3. Click Connect Data on a variable
4. Browse your Data Room
5. Select a document or folder
6. Click Connect

Connecting Single Documents

• Select a specific document for targeted retrieval
• Best for: FAQs, specific procedures, single reference materials

Connecting Folders

• Select an entire folder to search across all documents
• Best for: Large knowledge bases, multiple related documents

Using in System Context

Reference connected data in your prompt:

You are a customer support agent.
Use the following knowledge base to answer questions:

`{knowledge_base}`

Where knowledge_base is connected to your folder of support documents.

Viewing Document Chunks

See how your documents are processed for AI:

1. Open a document
2. Click the Chunks tab
3. View the text segments created for AI search

This helps you understand:

• How content is divided
• What context the AI sees
• Whether documents need restructuring

Best Practices

Document Organization

• Create a logical folder structure before uploading
• Use consistent naming conventions
• Group related documents together
• Don’t create too many nested levels

Content Quality

• Ensure documents are well-formatted
• Remove unnecessary headers/footers
• Use clear section headings
• Keep content up to date

Metadata Management

• Always set display names for citations
• Add descriptions for searchability
• Include author and date for credibility
• Use tags for cross-cutting categories

Sync Management

• Sync folders after bulk uploads
• Re-sync when content changes
• Monitor sync status regularly
• Address any sync errors promptly

Troubleshooting

Upload fails

1. Check file size (max 100 MB)
2. Verify file type is supported
3. Ensure the file isn’t corrupted
4. Try uploading again

Document not appearing in AI responses

1. Verify the document is synced (green status)
2. Check the document is connected to the prompt
3. Re-sync the folder if recently updated
4. Test with a direct question about the document content

Sync taking too long

• Large documents take longer to process
• PDF files with images take extra time
• Check your internet connection
• Try syncing smaller batches

Cannot delete folder

1. Check you have owner permissions
2. Ensure no prompts are using documents from this folder
3. Try removing documents first, then delete folder

Search not finding content

1. Verify documents are synced
2. Check your search terms match document content
3. Re-sync documents if recently updated
4. Review chunk view to understand how content is indexed

Related Guides

• Adding and Managing Users
• Editing and Maintaining Prompts
• Reviewing and Managing Annotations