Working with documents

In Workbench, open Data in the sidebar, then the Documents tab. On the left is the Workspace tree: your folders and documents, and the tables of any database you have connected. Click something in the tree to open it on the right.

Four buttons sit at the top of the tree. Hover one to see its name: New folder, New document, Upload a file to workspace root and Connect a database. The last one is covered in Working with data.

Documents belong to your organisation. Everyone in it sees the same tree, and nobody outside it sees anything.

1. 1
   Click New folder at the top of the tree. A folder called "New folder" appears with its name ready to type over.
2. 2
   Type a name and press Enter. Escape cancels.
3. 3
   Hover the folder to see its menu. From there you can add a New document, a New subfolder, or Upload file here, straight into that folder.

• Rename a folder: double-click its name, or choose Rename from its menu.
• Delete a folder: choose Delete folder. This deletes everything inside it too, and asks you to confirm first.
• Move things between folders: not available yet. Create the document in the folder it belongs in.

1. 1
   Click New document at the top of the tree, or New document in a folder's menu.
2. 2
   A document called "Untitled" opens with its title selected. Type the title.
3. 3
   Write the body underneath. Markdown works: headings, lists, bold, links.

There is no save button. The document saves itself as you type, and the status at the top tells you where it is: Saving…, Unsaved or Saved. Wait for Saved before you close the tab.

What to write: the things you would tell a new colleague. Products and prices, policies, opening hours, tone of voice, answers to the questions customers ask most. Short, plain documents on one topic each work better than one long document about everything.

1. 1
   Click Upload a file to workspace root at the top of the tree, or Upload file here in a folder's menu.
2. 2
   Pick one file. It uploads and opens straight away, titled with the file name.

One file at a time. A Word or Markdown file becomes a text document you can edit. A CSV or Excel file becomes a spreadsheet. A PDF stays exactly as it was.

An uploaded CSV or Excel file opens as a spreadsheet you can edit in place.

• Edit cells directly in the grid.
• Add a row or column: + Row and + Column above the grid.
• Sheets: tabs along the bottom. + adds a sheet, double-click a tab to rename it, and the × on a tab deletes it after you confirm. The last sheet cannot be deleted.
• Download: saves the spreadsheet as an .xlsx file.
• Full screen: for big sheets. Exit full screen brings you back.

A spreadsheet keeps cell values only. Formulas and formatting are not kept. Limits: 50 sheets, 20,000 rows per sheet, 200 columns.

A spreadsheet document is not the same as a table in a connected database. For a real database, see Working with data.

A PDF opens in the viewer and cannot be edited. You can change its title at the top, Download the original, or open it Full screen (Escape exits).

If you need to change what a PDF says, edit the original on your computer and upload it again, or copy the text into a new BotSpot document.

• Rename a document: open it and edit the title at the top. There is no rename in the tree.
• Download: spreadsheets (as .xlsx) and PDFs. Text documents have no download; copy the text if you need it elsewhere.
• Delete a document: open it, open the menu at the top of the editor and choose Delete document. You are asked to confirm.

Deleting cannot be undone. If an AI was using that document, it stops knowing what was in it.

A document with a green dot next to it in the tree is connected to your AIs. Hover the dot and it says Connected to your AIs. A document without the dot is stored, but no AI is reading it yet.

Documents are the raw material. An AI does not search them directly; they reach it through a knowledge base. Keep documents accurate and up to date, because what is in them is what your AIs will say.