Where the work gets stuck
Chatbase accepts several document types, but documents need readable text and clear version control. The current guide lists PDF, TXT, DOC, and DOCX uploads and says scanned PDFs without a text layer cannot be trained on. Prepare the files before judging the assistant.
What to prepare
- Readable approved documents with titles and version dates
- A list of outdated files to exclude
- Who may access the documents and which questions they answer
Follow these steps
- Check that the document text is selectable and remove obsolete versions.
- Upload the relevant files and inspect their processing status.
- Test questions that depend on a condition, exception, or effective date.
- Record who approves a replacement document and rerun the tests after an update.
An example from everyday work
For a staff procedure, a useful answer might name the required form and the person who must approve it. For a programme guide, it might explain a rule for a particular intake. In both cases, use the correct document version and make sure the audience has permission to see it.
When your team should take over
Do not load private employee or student records into a public assistant. General instructions and personal case information have different access requirements.
How to check the results
- Correct source version in the reviewed answer
- Unreadable or failed documents
- Questions revealing a missing or contradictory procedure
Your next step
Start with one related group of documents, such as a staff handbook. This is easier to maintain than uploading a whole folder without checking its contents.