Uploading Documents

Documents are where Valiro’s AI gets its knowledge. Upload your contracts, procedures, specs, and plans—and suddenly you can ask questions about them instead of digging through folders.

How to upload

Click Documents in the sidebar, then drag files into the upload area (or click to browse). You can upload multiple files at once.

For each upload, you’ll choose a scope:

• Project — the document belongs to a specific project (contracts for that job, site-specific plans)
• Company — the document applies company-wide (safety manuals, SOPs, equipment guides)

This matters because it determines who can see the document and whether AI includes it when answering questions.

What happens after upload

Once you upload a file, Valiro processes it in the background. The AI reads through the document, breaks it into chunks, and creates searchable embeddings. This takes anywhere from 10 seconds to a few minutes depending on size.

You don’t need to wait—go do other things. When processing finishes, the document becomes searchable and available to AI.

If processing fails (you’ll see an error icon), it’s usually because:

• The file is password-protected or encrypted
• The format isn’t supported for text extraction
• The file is corrupted

Try re-uploading, or if it’s a PDF issue, try re-exporting it without protection.

Supported formats

PDFs, Word documents (.doc, .docx), and text files work best—the AI can read and understand their contents.

You can also upload spreadsheets, presentations, and images. Valiro stores them and makes them accessible, but the AI can’t read inside them the same way. They’re searchable by filename only.

Naming your files

Take a second to name files clearly before uploading. “Oakwood_Site_Contract_2024.pdf” is infinitely more useful than “Document1.pdf”—both for your team and for AI searches.

Good names include:

• What the document is
• Which project it relates to (if not obvious from scope)
• A date or version if relevant

Managing documents

Finding documents: Use the search or filter by project. You can sort by name, date, or size.

Viewing details: Click any document to see its AI-generated summary and processing status.

Downloading: Click the download button to get the original file.

Deleting: Be careful here—deleting is permanent and removes the document from AI context too. Only delete if it was uploaded by mistake or is truly obsolete. Old documents often have historical value.

A note on duplicates

Before uploading, do a quick search to see if the document already exists. Duplicate copies create confusion and clutter. If you’re uploading a new version, consider deleting the old one (or keep it if you need the history).

When to upload

Don’t wait until the end of a project to upload documents. Add them as you get them:

• Upload contracts when they’re signed
• Add specs when they arrive
• Share field photos as they’re taken

This gives AI more to work with sooner, and your team can access files immediately instead of waiting for someone to “get around to it.”

---

Next: Learn how to search your documents or understand how AI processes them.