Knowledge

Upload files to Knowledge

Upload the documents you already have, such as a staff handbook or a supplier’s care sheet. Biosphere reads each file into a draft for you to check before Scout can search it.

Upload files

1. Open Knowledge, then select Upload files.
2. Choose one or more files. Each file becomes its own draft.
3. When the files are read, the list under the button shows each one. Select Review draft to open it.
4. Check the text against the original. Fix anything that came through wrong, then select Publish.

A file that could not be read shows why in the same list, such as a file type Biosphere does not read. Nothing is saved for that file.

Files Biosphere reads

• Markdown (.md or .markdown) and plain text (.txt) files, as written.
• Word documents (.docx). Headings, lists and tables keep their structure.
• PDF files with selectable text, up to 100 pages.

Every file is checked for malicious content before it is read.

Scanned PDF pages

Biosphere reads the text in a PDF; it does not read text from images. When a page is only a scan or a picture, the draft says which pages had no text, such as “No text found on page 3.” Type the missing text into the draft, or upload a version of the PDF with selectable text.

Replace a document from a newer file

When a document’s original file changes, open the document and select Replace from file, then choose the new file. Biosphere reads it into the document’s draft and opens it. Check the text and select Publish to make the next version.

Replace from file is not shown while the document has a draft. Publish or discard that draft first.

The original file

Biosphere keeps the file each version was read from. The document shows it under From file, and its history shows which versions came from a file. Select Download original on the document, or on a draft read from a file, to get the file back exactly as it was uploaded.

What to know

• Each file can be up to 25 MB.
• A draft holds up to 4 MB of text, and a published document up to 1 MB. A longer draft shows Split by heading. See Give Scout your business’s documents.
• Password-protected files cannot be read.