The Library is your organisation's filing cabinet — policies, procedures, templates — kept in folders. This walkthrough finds a document by name and opens it.
The search matches as you type and covers the folder you are in and everything below it — so from the top of the Library it covers the whole cabinet, and from inside a folder it stays there.
Opening a file previews it in place: PDFs, images, video and plain text render inline, Office documents open in an embedded viewer, and anything else offers a download instead.
Step 2
Search by name
Type a distinctive filename into the search box and check the match is the policy you actually want. Clear the search if it hides a folder you need.
Step 3
Open and check the document
Open it from the row's ⋮ menu → View, and read the title and contents before you rely on it. If it is missing, check the folder you are searching from and your access.
Step 4
Enable Chat Index, if authorised
With the required library permission, enable Chat Index on a document approved for assistant use. Browsing and searching by filename do not need this. Do not enable it on confidential material without approval.
Step 5
Wait for indexing to finish
Queued and indexing are not finished, and failed means the document is not ready. Read the error or ask an administrator rather than toggling the setting repeatedly.
Step 6
Check any answer it gives
Ask a question the document covers, then open the cited source and compare the passage. Indexing does not make every answer right, or guarantee a citation comes back.
Step 7
Other ways in
Documents can be reached by browsing folders as well as by searching, and the assistant can answer from any document with Chat Index enabled — which is a different thing from finding one by name.
Step 8
Letting the assistant read a document
The Chat Index column carries a switch per file. Turning it on adds that document to what the assistant can search and cite; turning it off removes it. It is not instant — the column shows the real state as it goes (Queued, Downloading, Indexing, Removing, Failed), and changing a document's access re-indexes it so the new permissions apply to chat search.
Step 9
Who can see a document
Edit Document Access sets which roles can see a file, and whether it can be downloaded as well as viewed. Leaving the role list empty means any role can see it. The same can be applied to several files at once from the list.
Step 10
This is not the client's Documents tab
Files attached to a particular client live on that client's Documents tab, which is a different screen: no folders, and no Chat Index switch. The Library is organisation-wide material.
Keep reading
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Find and read client documents
Find a client, locate an accessible document and use its preview to read it.
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Record a prescribed medication on a client's chart — the six required details, the schedule, and what the supply figure really means.
Web dashboardTutorial
The setup guide
Work the setup checklist: what the badge counts, how a walkthrough differs from the list, and what skipping does.
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