Documents

Documents are shared files — PDFs, images, CSVs — that your team and the AI agent can reuse across conversations.

Configure them once in Organization Settings. After that they can be sent inside conversations or pulled in by system actions.

Open the Documents page

1. Go to Settings → Presets → Documents.
2. You'll see a table with:
   • Preview – Thumbnail for images or a generic file icon.
   • Title – Display name of the document.
   • Description – Short explanation of what the document contains.
   • Actions – Download, Edit, and Delete buttons.
3. Use the checkboxes on the left to select multiple documents for bulk delete.

Upload a document

1. Open Settings → Presets → Documents.
2. Click New document.
3. In the Upload Document dialog:
   • File:
     • Click the upload area to choose a file.
     • Supported types include:
       • PDF, CSV
       • Images (image/*)
     • Size limits: images up to 5 MB, other files up to 25 MB.
   • Title:
     • Clear, human‑readable name (for example: "Pricing Sheet 2025", "Return Policy PDF").
     • Must be between 3 and 64 characters.
   • Description:
     • Short summary of what the document contains and when to use it.
     • Up to 300 characters.
4. Click Save to upload.

After upload:

• The document appears in the table with its title, description, and preview.
• It becomes available to agents when sending documents in conversations.

Update document details

1. In Settings → Presets → Documents, find the document in the table.
2. Click the Edit icon in the Actions column.
3. In the edit dialog, you can:
   • Change the Title.
   • Update the Description.
4. Click Save changes.

The underlying file remains the same; only metadata (title and description) is updated.

Delete documents

You can delete documents one by one or in bulk:

• Single document:
  1. Click the Delete icon in the Actions column.
  2. Confirm in the confirmation dialog.
• Bulk delete:
  1. Select multiple documents using the checkboxes.
  2. When at least one is selected, use the bottom Delete button in the action bar.
  3. Confirm deletion.

Once deleted:

• Documents are removed from the list and are no longer available to send in conversations or use in automations.

Send a document in a conversation

Agents can send uploaded documents directly from any conversation:

1. In the Inbox composer, click the Document button under the reply box.
2. The Insert Document command menu opens.
3. Search or scroll by Title or Description.
4. Select a document — Cloodot attaches it to the current message. Add extra text before sending if you want.

This way, agents reuse approved documents (FAQs, policies, catalogs) without re-uploading every time.

How the AI agent sends documents

The AI agent can send uploaded documents on its own:

• It matches each document's Title and Description against what the customer is asking.
• When the question clearly matches a document, the AI agent attaches it directly in the reply.

Example:

• You upload a brochure called "Pricing Plan – Service A" with a description explaining that it contains the full pricing for that service.
• Later, a customer asks "Can I get the plan for this service?".
• The AI agent recognizes the match and sends the pricing document automatically.

No manual step is required — just keep titles and descriptions clear and specific so the AI agent can recognize when to use them.