> ## Documentation Index
> Fetch the complete documentation index at: https://docs.relayhub.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Workspace Files

> Manage shared files within your workspace

## How Workspace Files Work

Every workspace has a shared file library. When you upload a document, RelayHub processes it through the RAG (Retrieval-Augmented Generation) pipeline -- extracting text, splitting it into chunks, and generating vector embeddings. Once indexed, the AI can search and reference the file's contents when answering questions in any workspace conversation.

<Note>
  Files uploaded to a workspace are only available within that workspace. They do not appear in your personal file library or in other workspaces.
</Note>

## Supported File Types

RelayHub supports a wide range of document formats:

<Columns cols={3}>
  <Card title="Documents" icon="file-lines">
    PDF, Word (.docx), PowerPoint (.pptx), plain text (.txt), Markdown (.md)
  </Card>

  <Card title="Spreadsheets" icon="table">
    Excel (.xlsx, .xls), CSV -- with full column-aware querying
  </Card>

  <Card title="Images" icon="image">
    PNG, JPG, WEBP -- analyzed via AI vision for charts, diagrams, and text extraction
  </Card>
</Columns>

## Uploading Files

<Steps>
  <Step title="Open the Files tab">
    Navigate to your workspace and click the **Files** tab. You will see all currently uploaded files and their processing status.
  </Step>

  <Step title="Upload your documents">
    Click the **Upload** button or drag and drop files into the upload area. You can upload multiple files at once.
  </Step>

  <Step title="Wait for processing">
    Each file goes through a processing pipeline: text extraction, chunking, and embedding generation. You will see a progress indicator for each file. Small documents process in seconds; large PDFs may take a minute or two.
  </Step>

  <Step title="Start asking questions">
    Once a file shows a **Ready** status, it is fully indexed. Open any conversation in the workspace and the AI will automatically search the file when relevant.
  </Step>
</Steps>

<Tip>
  For spreadsheets, the AI can run natural-language queries against the data (for example, "What were total sales in Q3?"). Upload CSV or Excel files to take advantage of this.
</Tip>

## File Processing Pipeline

When a file is uploaded, it passes through several stages:

| Stage          | Description                                                                        |
| -------------- | ---------------------------------------------------------------------------------- |
| **Upload**     | File is stored securely in object storage (MinIO).                                 |
| **Extraction** | Text and tables are extracted from the document. PDFs use OCR when needed.         |
| **Chunking**   | The extracted text is split into overlapping chunks optimized for retrieval.       |
| **Embedding**  | Each chunk is converted into a vector embedding and stored in the vector database. |
| **Ready**      | The file is fully indexed and available for AI search.                             |

<Warning>
  If a file is stuck in a processing state for more than a few minutes, try removing it and re-uploading. If the issue persists, contact your administrator.
</Warning>

## Reindexing Files

Occasionally you may want to reindex a file -- for example, if the processing pipeline has been upgraded or if the original indexing encountered issues.

To reindex a file:

1. Open the **Files** tab in your workspace.
2. Find the file you want to reindex and click the options menu (three dots).
3. Select **Reindex**. The file will be re-processed through the full extraction and embedding pipeline.

Reindexing does not require re-uploading the original document. The stored file is used as the source.

## Removing Files

Owners, Admins, and Members can remove files from a workspace. Open the **Files** tab, click the options menu on the target file, and select **Remove**. This deletes the file from storage and removes all associated embeddings from the vector database.

<Warning>
  Removing a file is permanent. The AI will no longer be able to reference its contents in future conversations. Past conversations that cited the file will retain their existing messages, but new queries will not find the removed content.
</Warning>

## How Files Affect AI Responses

When you send a message in a workspace conversation, the AI performs a semantic search across all indexed files in the workspace. The most relevant chunks are included as context in the AI's prompt, allowing it to ground its response in your actual documents.

This means:

* **More files, better answers.** The more relevant documents you upload, the richer the AI's context.
* **Workspace scoping matters.** The AI only searches files in the current workspace, so keep workspaces focused on a specific topic or project for the best results.
* **Citations are traceable.** When the AI references a document, it indicates the source file so you can verify the information.

<Card title="Next: Workspace Memory" icon="arrow-right" href="/workspaces/memory" horizontal>
  Learn how the AI remembers important facts and detects patterns across your workspace conversations.
</Card>