DocsFlow Documentation

Everything you need to get started and get the most out of DocsFlow

Getting Started

DocsFlow turns your business documents into a searchable knowledge base. Instead of digging through folders and files, just ask a question in plain English and get an instant answer — with a link back to the exact source.

1

Upload Your Files

Drag and drop PDFs, Word docs, Excel files, PowerPoint presentations, or text files into your workspace.

2

Ask a Question

Type your question the way you'd ask a colleague — for example, "What's our refund policy?" or "Summarize the Q3 report."

3

Get Your Answer

Receive a clear answer in seconds, with clickable links back to the exact page and section of the original document.

Uploading Documents

How to upload

  1. Go to Documents in the left sidebar
  2. Click the Upload button or drag and drop files directly
  3. Wait for processing to complete (usually a few seconds)
  4. Your document is now searchable — head to Chat to start asking questions

Supported file types

.pdfPDF documents
.docxWord documents
.xlsxExcel spreadsheets
.pptxPowerPoint files
.txtText files
.csvCSV files

Tip: Use descriptive file names (e.g., "Q3-2025-Sales-Report.pdf" instead of "report.pdf") — this helps the AI find the right document faster.

Asking Questions

The Chat page is where you interact with your documents. Just type your question and DocsFlow will search across all your uploaded files to find the answer.

Examples of good questions

  • ✓"What are the payment terms in the ABC Corp contract?"
  • ✓"Summarize the main findings from the annual report"
  • ✓"What's the return policy for damaged goods?"
  • ✓"Compare the budget figures between Q1 and Q2"

You can also ask about a specific file

Mention the file name in your question and DocsFlow will prioritize that document:

  • ›"Summarize Employee-Handbook.pdf"
  • ›"What does the NDA-Template.docx say about non-compete clauses?"

Understanding the answer

Every answer includes source cards showing exactly which document and section the answer came from. Click on any source to see the full context. A confidence percentage is shown for each source so you can judge how closely it matches your question.

Managing Your Workspace

Your subdomain

Every organization gets its own subdomain (e.g., yourcompany.docsflow.app). This keeps your documents completely separate from other organizations. Share the link with your team so they can sign in directly.

User roles

A
Admin
Can invite and manage users, configure workspace settings, upload documents, and use the AI assistant.
U
User
Can upload documents, search across the workspace, and ask questions using the AI assistant.

Inviting team members

  1. Go to Admin in the sidebar
  2. Click Invite User
  3. Enter their email address and choose a role (Admin or User)
  4. They'll receive an invitation email to join your workspace

Customizing the AI Assistant

You can customize how the AI responds to your team. In Settings, you'll find the AI Persona section where you can:

  • ›Set a name and tone for the AI assistant (e.g., professional, friendly, concise)
  • ›Add custom instructions for how it should respond to your industry-specific questions
  • ›Regenerate the persona at any time to refine the experience for your team

Security & Privacy

Your data stays yours. Here's how we keep it safe:

  • ✓All documents are encrypted in transit and at rest
  • ✓Each workspace is fully isolated — no data leaks between organizations
  • ✓Your documents are never used to train public AI models
  • ✓GDPR-compliant data handling with right to deletion
  • ✓Only your team members can access your workspace
  • ✓Complete audit trails for compliance requirements

Troubleshooting

"My document isn't showing up after upload"

Documents need a moment to process after uploading. Refresh the Documents page after 10–30 seconds. If it still doesn't appear, try uploading again — the file may have failed during processing.

"The AI says it can't find information that I know is in my files"

Try rephrasing your question or being more specific. If you're looking for content from a particular file, include the file name in your question. Also make sure the document finished processing (check the status on the Documents page).

"I can't access my workspace"

Make sure you're using the correct subdomain URL (e.g., yourcompany.docsflow.app). If you were invited by email, click the link in your invitation. If issues persist, contact your workspace admin or our support team.

"How do I reset my password?"

Click "Forgot Password" on the sign-in page, enter your email address, and follow the instructions in the reset email.

Need more help?

Our team is happy to assist. Reach out and we'll get back to you within 24 hours.

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