Adding documents

From here, you can manually compose new documents or import existing ones from URLs to enrich Smart Assistant’s content library.

This feature allows editors and managers to:

• Create and format new articles or data files
• Associate each document with relevant categories and metadata
• Set activation and deactivation dates for scheduled publication
• Restrict visibility to logged-in users if needed
• Prepare and validate content before publication

Adding well-structured and categorized documents ensures that Smart Assistant delivers precise, contextual, and trustworthy responses.

Document Editor Form #

Basic Information #

Title (Required) #

• Document name/heading
• Used for searching and identification
• Plain text input
• Must be between 3 and 200 characters

URL (Optional) #

• Reference URL for document source
• Used for tracking original content location
• Must begin with http:// or https://
• Useful for documenting imported content sources

Categories (Optional) #

• Multiple selection dropdown
• Organize documents by topic/type
• Helps Smart Assistant categorize and retrieve content appropriately
• See Categories for detailed information

Scheduling Fields #

Control when your document becomes active and inactive in the knowledge base.

Activation Date (Optional) #

Determines when the document becomes available to Smart Assistant users.

Quick Facts:

• Format: YYYY-MM-DD (UTC timezone)
• Must be a future date
• Document will have SCHEDULED status until this date
• Cannot be changed after document is published
• Leave blank for immediate activation upon publication

Learn More: See Scheduled Documents for complete details on activation dates, including timezone considerations, use cases, and best practices.

Deactivation Date (Optional) #

Determines when the document becomes inactive and stops being used.

Quick Facts:

• Format: YYYY-MM-DD (UTC timezone)
• Must be a future date
• Must be later than activation date (if both are set)
• Can be edited anytime, even after publication
• Leave blank for indefinite availability

Learn More: See Scheduled Documents for complete details on deactivation dates, including editing flexibility, use cases, and what happens when content deactivates.

Content and Visibility #

Content (Required) #

• Main document body
• Rich text editor with formatting options
• Supports headers, lists, links, and basic styling
• Minimum content required for saving

Only for logged users #

• Toggle switch option
• Enabled: Document visible only to authenticated users
• Disabled: Document visible to all users (default)
• Useful for premium content or member-only information

Action Buttons #

Save as Draft #

Creates or updates the document with DRAFT status.

When to use:

• Work-in-progress content
• Content that needs review
• Preparing scheduled content that isn’t ready yet

Behavior:

• Document not visible to end users
• Not included in publication queue
• Can be edited freely without triggering unpublished changes

Save as Ready #

Creates or updates the document with READY or SCHEDULED status.

When to use:

• Content is finalized and reviewed
• Ready for next publication cycle
• Scheduled content that’s complete

Behavior:

• Status becomes READY if no activation date (or past date)
• Status becomes SCHEDULED if future activation date is set
• Added to publication queue
• Triggers unpublished changes warning

Clear Form #

Resets all edited form fields to the current state.

Behavior:

• Removes all newly entered data
• Shows confirmation notification
• Use when want to remove unwanted edited data

Import from URL #

Extracts and imports content from an external webpage.

Requirements:

• Valid URL entered in the URL field
• URL must be accessible
• Content must be extractable

Process:

1. Enter URL in the URL field
2. Click “Import from URL”
3. System fetches and processes content
4. Progress notification displays
5. Redirects to imported document on success

See Import from URL below for detailed information.

Document Publication States #

Understanding document states helps you manage content effectively:

State Transitions:

• DRAFT + Save as Ready → READY
• DRAFT + Save as Ready + Future activation date → SCHEDULED
• READY + Publish → PUBLISHED
• SCHEDULED + Publish → SCHEDULED (until activation date) → PUBLISHED
• PUBLISHED + Deactivation date arrives → UNPUBLISHED

Import from URL Feature #

Import content directly from external webpages to quickly populate your knowledge base.

Process #

1. Enter URL - Paste a valid URL in the URL field
2. Click Import - Button becomes enabled when URL is valid
3. Wait for Import - Persistent notification shows progress
4. Review Content - System extracts and formats content
5. Redirect - Automatically redirects to the imported document

Technical Details #

Timeout:

• Maximum wait time: 15 minutes
• Progress tracked with status polling
• Timeout notification if exceeded

Content Processing:

• Extracts main text content
• Removes navigation and sidebar elements
• Preserves basic formatting
• Converts HTML to Markdown

Success Flow #

When import completes successfully:

• Success notification displayed
• Brief delay to show confirmation (0.5 seconds)
• Automatic redirect to the imported document
• Document opens in edit mode for review

Error Handling #

The system handles various error scenarios:

Invalid URL:

• URL doesn’t start with http:// or https://
• Malformed URL structure
• Error notification displayed

Unreachable Content:

• Website is down or blocked
• Network connectivity issues
• 404 or other HTTP errors
• Error notification with details

Processing Failures:

• Content extraction failed
• Unsupported content type
• Parsing errors
• Error notification displayed

Timeout:

• Import exceeds 15-minute limit
• Warning notification
• Partial data may not be saved