Add and manage reference documents

What belongs in Documents?

Use Documents for reference material that should be searchable when Vega answers questions, such as:

• energy supply and network contracts,
• audit and assessment reports,
• equipment documentation,
• policies and operating procedures,
• project proposals and studies,
• spreadsheets containing relevant business information, and
• structured text or data exports.

Invoices have their own import workflow and should normally be uploaded as invoices rather than general documents.

Supported document extensions currently include PDF, XML, TXT, Markdown, CSV, JSON, HTML, DOCX, RTF, ODT, XLSX, ODS, and PPTX.

Prepare files before upload

A useful document should:

• contain selectable text rather than only scanned images,
• have a descriptive and unique filename,
• be the current approved version,
• avoid unnecessary sensitive information, and
• belong to the active account.

Vega can retrieve content more reliably from clear headings, tables with labels, and text-based files. Poor scans and complex layouts can reduce indexing quality.

Upload documents

1. Verify the active account.
2. Open Documents.
3. Select Upload in the bottom-left corner.
4. Choose one or more supported files.
5. Wait until the upload control becomes available again.
6. Confirm that each file appears in the table.
7. Review the Status indicator.

If a document with the same sanitized filename already exists, Vega asks whether to overwrite it. Choose carefully:

• Cancel if both versions must remain; rename the new file first.
• Confirm overwrite only when the new file should replace the old version.

Understand indexing status

Uploading stores the file. Indexing prepares its contents for retrieval in Vega’s answers.

The status indicator can show:

• Pending — indexing has not started.
• In progress — processing is running.
• Done — indexing finished successfully.
• Error — indexing failed.

Wait for Done before relying on the document in Chat.

If a document remains pending:

1. Find its row.
2. Select the Index now database button.
3. Wait while the status is In progress.
4. Confirm that it changes to Done.

The Index now action is disabled while processing is already running.

Inspect indexing details

1. Select the chevron at the start of the document row.
2. Review upload information and last-index details.
3. Check the indexing status and any errors.
4. Use the preview, when available, to confirm that the expected content is readable.
5. If indexing failed, correct or replace the source file and run indexing again.

Technical indexing details can help support diagnose a problem, but end users usually need only the status, error, and visible preview.

Organize documents

The Documents table lets you maintain useful metadata:

• Edit the filename while preserving its extension.
• Add or improve the description.
• Add consistent tags.
• Search by name, description, owner, tag, or upload date.
• Sort and resize columns to make review easier.

Use a naming convention that distinguishes subject, site, and version. For example:

Main-Warehouse_Energy-Supply-Contract_2026.pdf

Avoid vague names such as “scan2.pdf” or “final-new.docx”.

Open, download, or delete a document

Each row provides actions to:

• Open the source file,
• Index now or reindex it,
• Download a copy, and
• Delete the document.

Before deleting a document, check whether active investigations or recurring questions depend on it. Deleting it removes that source from future retrieval; it does not rewrite answers already stored in chat history.

Ask Vega about a document

After indexing shows Done, use Ask your first question to give Vega a clear objective and scope:

1. Start a new chat for a new document task.
2. Name the document and the information you need.
3. Ask for the relevant clause, value, date, obligation, or comparison.
4. Ask Vega to identify the source section supporting its answer.
5. Open the original document and verify important wording or numbers.

Example questions:

• “What is the contract period and termination notice requirement in the Main Warehouse supply contract?”
• “Summarize the recommended measures in the latest energy audit.”
• “Compare the peak-power recommendation in the audit with our current measurements.”
• “List the assumptions used in the battery feasibility spreadsheet.”

Troubleshoot document retrieval

If Vega does not use an expected document, include it in the data-readiness check:

1. Confirm that you are in the same account where it was uploaded.
2. Search for the document in Documents.
3. Check that indexing is Done.
4. Open or preview it and confirm the text is readable.
5. Improve the filename, description, or tags.
6. Reindex after replacing or materially changing the file.
7. Ask a specific question using the document’s name.

If the document is a scan, export it from the original source as a text-based PDF or supported office format before retrying.