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Once your data is indexed, the Knowledge tab becomes your control center. See at a glance which documents are searchable, which are still processing, and which need attention — then organize, reindex, or remove content to keep your search results accurate.

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Document list

The document list is organized with filter tabs across the top and a table below.

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Filter tabs

Document list with filter tabs (All, Folders, Files, Integrations, URLs, Tables) highlighted Quickly find what you’re looking for by filtering documents by source:

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Columns

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Status values

Know exactly where each document stands in the indexing process: You can filter the list to show only documents with a specific status by clicking the All Statuses dropdown above the table.

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Alert banners

In certain situations, the document list displays informational alert banners:
  • “Parent folder already selected to Sync”: A parent folder is already queued for syncing. To customize indexing settings for individual items inside, remove the parent folder sync first.
  • “Items cannot be deleted individually”: Documents inside a recursive URL folder can only be removed by deleting the entire folder.

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Other list controls

Document list showing search, add folder, share, and add document controls
  • Search: Find a document by name using the search bar.
  • + Add folder: Create a folder within the knowledge base to organize your documents. Folder names must be at least 3 characters long and can only contain letters, numbers, and underscores.
  • Share: Share documents with other users.
  • + Add Document: Add more content directly — opens a dropdown with all available indexing options (upload files, add integration, scrape URL, etc.).

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Bulk actions

Document list with multiple items selected and bulk action buttons (Move, Re-index, Remove) visible Save time by acting on multiple documents at once. Select documents using the checkboxes, then use the bulk action buttons: Click Clear Selection to deselect all documents.

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Actions on individual documents

Each document row has action icons on the right side and a three-dot menu. Document list with configure item indexing icon highlighted on a row

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Configure item indexing

Need different processing for a specific document? Click the settings icon (first icon) to override the knowledge base defaults and reindex with custom settings — without affecting any other documents. Configure Item Indexing dialog showing permanent settings and indexing settings The dialog has two sections: Permanent settings These reflect the knowledge base-level settings. Some can be toggled per document:
  1. Embedding model: Shows the model selected during knowledge base creation (read-only).
  2. Advanced document analysis (beta): Toggle on or off for this document.
  3. Hybrid search: Toggle on or off for this document.
Indexing settings Customize these for this specific document to improve its search results:
  1. Chunk size: Adjust the slider or enter a value. Overrides the knowledge base default for this document only.
  2. Chunk overlap: Adjust the slider or enter a value. Must be less than the chunk size.
  3. Splitter method: Choose Sentence, Markdown, or Dynamic.
  4. Processing model: Choose the processing model for this document.
Click Re-index to reprocess the document with the new settings, or Cancel to discard.
This is especially useful when one file type needs different handling — for example, a scanned PDF that needs Mistral OCR while your other docs work fine with the Default model.

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Item preview

Verify how VectorShift processed your document — inspect chunks, parsed content, and metadata to make sure everything looks right. Open the preview by:
  • Clicking the preview icon (second icon) on the document row
  • Clicking directly on the document name in the list
Both open the same preview drawer with three tabs: Document preview drawer showing Chunks, Parsed, and Metadata tabs For documents with a Failed status, the preview icon is replaced with a Retry button. Click it to retry indexing.

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Three-dot menu

Document list with three-dot menu showing Copy ID, Move, and Delete options Click the three-dot icon (last icon) to access additional options: