docs/guides/dataset/files_dataset_document_management.md
Document management is used to upload, add, parse, search, filter, enable, disable, delete, and maintain documents in a dataset. Documents become retrievable content only after parsing generates chunks. On the document management page, you can complete the complete process from importing files to parsing, checking results, maintaining metadata, and maintaining chunks.
The document list is used to view the basic status of each document in the current dataset. The main fields in the list include Name, Size, Source, Enabled, Chunks, Metadata, Parse, Status, and Action.
0 usually means the document has not been parsed, parsing failed, or no usable content was produced after parsing.Click Add file and select Upload file to upload documents from the local machine to the current dataset. After upload, the documents appear in the document list.
If a dataset has already been associated with an external data source in configuration, documents in the data source can be added to the dataset from the document management page. After addition, the documents enter the dataset document list. They still need to complete parsing before generating chunks, metadata, and retrieval content.
Operation steps:
Add documents from File Management
Files that have already been uploaded to File can be added to a knowledge base by connecting them to the target knowledge base. Once connected, the files will be processed according to the configuration of the target knowledge base. For detailed instructions, see File > Connect to a knowledge base
Document parsing converts source files into chunks, metadata, and other data available for retrieval. By default, documents use the current dataset configuration's parsing method. For documents that require special handling, you can also change the parsing method of a single document.
You can start parsing after documents are uploaded or added.
You can view the current parsing status of each document in the document list and view parsing progress and related information through Logs. Common statuses include waiting, running, completed, failed, and canceled.
If parsing fails, view the related information in Logs, troubleshoot the problem, and run parsing again.
If parsing configuration changes or parsing results need to be updated, you can parse a document again. Common scenarios that require parsing again include:
Parsing again may regenerate chunks and metadata. Before operating, confirm whether old results need to be retained, overwritten, or updated according to the interface prompt.
The parsing method in dataset configuration is the default parsing configuration for documents. If a document needs a different parsing method, you can change it separately in the document list or document detail page.
This adjustment only applies to the current document and does not affect the default parsing configuration of the dataset.
Search documents: You can enter keywords in the document list to search by document name or related content. Search helps quickly locate target documents when there are many documents.
Filter documents: The document list supports filtering by parsing status, enabled status, source, and other conditions. The number of documents matching each condition is displayed on the right side of each filter item. You can select one or more conditions as needed.
Metadata field is used to further filter documents based on document metadata. The system displays metadata fields available for filtering in the current dataset. For table documents using the Table parsing method, columns set to Metadata or Both in column role configuration can appear here as metadata fields.
You can search field names in the search box under Metadata field, or expand a specific field and select corresponding values as filter conditions. After setup, click Submit to apply filter conditions. Click Clear to clear the current filter conditions.
Note: The fields actually displayed in Metadata field depend on the document metadata in the current dataset, so available filter fields may vary between datasets.
After selecting the checkboxes on the left side of the document list, a batch operation bar appears, allowing multiple documents to be processed at the same time.
Click the document name to enter the document detail page and view document information, parsing results, chunks, and metadata.
The enabled status determines whether a document participates in dataset retrieval. After a document is disabled, its chunks are no longer used as retrieval sources, but the document and parsing results remain in the dataset.
If you want to temporarily remove a document from retrieval without deleting it, disable the document. If you need to restore retrieval, enable it again.
Deleting a document removes it from the current dataset. The corresponding chunks, metadata, and parsing results are also removed and no longer participate in later retrieval or Q&A.
Before deleting, confirm that the document and its parsing results are no longer needed.