Document list

The Document List page is the central workspace where all the content feeding Smart Assistant is displayed and managed.

It provides a complete overview of documents imported or created in Document Manager , showing their current status, last modifications, assigned categories, and publication state.

This view allows editors and managers to:

  • Search and filter documents quickly
  • Identify unpublished or modified content
  • Monitor version status and manual edits
  • Perform bulk actions like publishing or deleting
  • Maintain a consistent and up-to-date knowledge base

Keeping your document list organized ensures that Smart Assistant always delivers answers based on the latest validated information.

Document List Screen

The main documents view displays all available documents in the knowledge base. documentList.png

Search and Filtering

Search Bar

  • Located at the top left of the screen
  • Searches across multiple fields:
    • Document ID
    • Title
    • Categories

Usage: Type keywords to filter the document list in real-time.

Document Table

The table displays documents with the following columns:

Title

  • Clickable link to view/edit the document
  • Primary identifier for each document

Category

  • Displays assigned category tags
  • Multiple categories shown as separate badges
  • Used for organizing and retrieving content

Status

  • Publication status of the document
  • PUBLISHED (green badge): Document is live in the knowledge base
  • READY (yellow badge): Document ready for publication
  • DRAFT (gray badge): Work in progress, not ready for publication

Changes?

  • Indicates if document has manual modifications after last import
  • Checkbox indicator (checked = has manual changes)
  • Hover tooltip provides additional information about manual changes

Created

  • Document creation timestamp
  • Format: YYYY-MM-DD HH:mm:ss

Modified

  • Last modification timestamp
  • Format: YYYY-MM-DD HH:mm:ss

Toolbar Actions

Add Document

  • Creates a new document manually
  • Opens the Add Document screen
  • Use for creating original content

Bulk Import

  • Import multiple documents from external URLs
  • Opens the Bulk Import screen
  • Ideal for migrating existing documentation
  • See section 4 for details

Publish

  • Deploys all documents marked as “READY” to the knowledge base
  • Button states:
    • Enabled: When unpublished changes exist
    • Disabled: When no changes to publish
    • Loading: During publication process (shows spinner)
  • Publication is a background process with status polling

Bulk Operations

Select Multiple Documents

  • Use checkboxes on the left of each row
  • Select all or individual documents
  • Selected count displayed in toolbar

Delete Selected

  • Removes multiple documents simultaneously
  • Confirmation required
  • Only available when documents are selected

Unpublished Changes Warning

Warning Banner unpublishChangesBanner.png

  • Appears at top of screen when unpublished changes exist
  • Displays when:
    • Documents have been created/modified
    • Changes haven’t been published to production

Options:

  • Publish and Leave: Publishes changes before navigating away
  • Leave without Publishing: Leave the page without publishing changes, it will remain unpublished.
  • Cancel: Stays on current page

Browser Protection browserProtection.png

  • Browser shows warning when attempting to close tab/window with unpublished changes
  • Prevents accidental data loss
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