Datasources and documents
Organize the information your chatbots use to answer better.
Documents and datasources contain the information your chatbot uses to answer questions. The clearer and more current the content is, the better Polaris can respond.
You can use them for support, onboarding, sales, internal policies or processes your team repeats often.
What to upload
Start with information your users or team look up often:
- Frequently asked questions.
- Product or service guides.
- Commercial policies.
- Onboarding steps.
- Support procedures.
- Appointment details, schedules or requirements.
Formats and visual content
Polaris can work with textual documents and common files such as PDF, DOCX, TXT, Markdown, HTML, CSV, XLSX, PPTX, JSON, XML and RTF. It also accepts PNG, JPG and WebP images when the workspace has the required capabilities.
See supported file formats for the full list and best practices by file type.
OCR reads scanned text from images or PDFs. Vision describes images, screenshots, diagrams and charts as text the chatbot can use. These capabilities depend on the plan and workspace configuration.
If your plan does not include OCR or Vision, the document can still upload successfully but may be partially indexed. Polaris keeps the available textual content and shows a warning explaining which scanned or visual parts were not used.
Learn more:
Best practices
Organize documents by topic and use clear titles. A short, focused document is often easier to maintain than one long file with many mixed topics.
Also review duplicate versions. If several versions of the same procedure or policy exist, the chatbot may respond with inconsistent information.
Content quality
Before testing the chatbot, check that your documents:
- Are up to date.
- Explain steps in order.
- Use the same names for products, services or processes.
- Include what to do when information is missing.
Storage and limits
Polaris does not delete documents automatically when storage is full. Existing documents remain available for reading and answers.
If the workspace reaches its storage limit, Polaris may block new uploads until you free up space or upgrade the plan.
Scanned documents, long PDFs or files with many images may trigger OCR/Vision limits. For best results, use textual PDFs when possible, split very long documents and avoid uploading duplicate versions of the same file.