Uploading & Managing Documents

1. Adding a Document

1. Go to the Data Sources screen and select your Internal or External folder.

2. Click Upload Document (or drag & drop).

3. Choose one or more files.

4. Click Upload.

5. Uploading Data into Risk Intelligence. Once your file appears in the folder list, click its Process icon to start OCR, parsing, and indexing for core AI workflows. Processing for Risk Intelligence is optional – enable it only if you want this document to feed into your Risk Intelligence insights. While it’s processing, the icon will animate; when it’s done, the status will switch to Enabled and the document will be available in all Pro workflows and (if processed) in your Risk Intelligence dashboard.

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2. Enabling & Disabling Documents

• Enabled documents are searchable and usable by chat, workflows, and AI layers.

• To Disable (without deleting):

  1. Locate the document in your folder.

  2. Click the Disable action.

  3. The file remains in your repository but is excluded from all AI operations.

• To Re‑Enable, simply click Enable on a disabled file.

Disabling is useful for temporarily removing outdated or sensitive documents without losing your tagging and metadata.

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3. Deleting Documents

1. On the Data Sources screen, find the document in its folder.

2. Click the Delete action.

3. Confirm the deletion—this permanently removes the file and its metadata from SoterAI.

Only delete when you’re certain the content is obsolete, as recovery is not possible once removed.

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4. Importance of Correct Classification

• Internal vs External classification drives how SoterAI uses your content:

  • Internal files seed your organization‑specific risk register, feeding real incident data and controls into the Risk Intelligence layer and workflows.

  • External files inform compliance checks, ensuring workflows reference up‑to‑date regulations and best practices.

• Misclassified files can lead to confusing recommendations or incomplete risk analyses. Always verify the folder prior to upload.

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5. Folders

Folders let you group and sort documents by project, facility, or topic—but do not affect how SoterAI processes them. All enabled files, regardless of folder, are indexed, OCR’d, and made available to workflows and AI layers. Use folders purely for organizational clarity.

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With proper document management—uploading, enabling, disabling, and deleting—you ensure that your workflows and AI intelligence layers operate on accurate, relevant data tailored to your organization.