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Importing documents gives a room the knowledge its answers draw on: policies, regulations, handbooks, notes. Ainomos takes the text out of each file, checks it, and splits it into passages it can search. It also reads each document for rules, exceptions and details such as version and validity, and files them for a person to review. For decision records, see Import decision files.

Supported files

Ainomos recognises the format by its content, not by the file name. Images and other binary files are skipped. Limits: up to 25 files per import and 20 MB per file. A ZIP archive may hold up to 25 files and 20 MB once unpacked.

Import documents

Who can do this: room owners and curators of the room. A platform admin can import only where they hold one of these responsibilities. Choose the room in the room picker at the top, open Knowledge, then Import, and drop the files on Drop any file to add it. When the card shows Done or Done with notes, choose Open the documents. The Import overview describes every step.

How Ainomos reads a document

1

Takes the text out

From a PDF, Ainomos lays the text out as paragraphs and headings. It removes page numbers, running headers and footers, and joins words broken at a line end. It changes no word. From a Word file it keeps headings, lists and table rows.
2

Reads scanned pages

A page without a text layer goes through text recognition (OCR), inside Ainomos. By default it reads up to 60 such pages per file, in German, French, Italian and English. Whoever runs your installation can switch it off. A page it cannot read stays empty.
3

Removes credentials

Passwords, API keys, private keys and access tokens are replaced before anything else reads the text. The file’s note says what was removed.
4

Checks for personal data

What Ainomos does with names, email addresses and other personal data depends on the room’s data class. See Personal data.
5

Finds rules, exceptions and details

A model approved for the room’s data class proposes each rule the document states and each exception it grants, with the sentence it comes from. It also reads what the document says about itself: reference, version, issuer, owner, valid from and valid until. A detail is kept only when the words it came from appear in the text.
6

Splits the text into passages

The passages answer questions as soon as the import is done.
If you import one document in several formats at once, for example Policy.pdf and Policy.docx, Ainomos reads the richest copy and skips the others with a note.

What the data class changes

In every room, only a model approved for the room’s data class reads the files. If none is approved, Ainomos adds the documents but finds no rules, exceptions or details. A C3 room also needs a model approved for C3 that makes text searchable. Without one, its documents stay unsearchable and the room says it is paused. Originals are kept only for PDF and Markdown files, never for a file from which a credential was removed or one that came in a ZIP archive. A kept original is downloaded with Original PDF on the document.

After the import

  • Check the details. Open the document under Documents. Details read from a PDF wait as suggestions, next to the words they came from, until you accept them. Edit details corrects the title, reference, version, issuer, owner or validity dates. See Documents.
  • Decide the rules. Review the rules opens the rules waiting under Pending approval. The room owner approves or rejects each one. See Rules.
  • Exception requests go to the Inbox of the owners of the rule’s room. See Exceptions.

Knowledge drafts from connected apps

Connected apps can submit knowledge they worked out during a task. It never enters the room directly. It arrives in the Inbox as a Knowledge draft, with the app’s summary, its source note and any Personal-data hints. Choose Accept to add it to the room, or Reject to close it. Who can do this: room owners and curators of the room. Knowledge an app submitted for you is listed under My knowledge submissions in the Inbox, with its state.

Fix a failed or stuck import

The card names the reason. “The same key appears more than once in these files”: give each file its own key in its header and import again. “Nothing in these files could be read”: no file had usable text. “The import was interrupted when the server restarted”: import the files again.
The file’s note gives the reason, for example empty, password protected, not a type that can be imported, or too large. Fix the file and import it again. In a room that keeps personal data out, a file also fails while the personal-data check cannot be reached. Try again later.
Each line says why. “Already in the room, unchanged” needs nothing. “Differs from the version in the room, which was changed here since” means someone edited the document after the last import, so Ainomos did not overwrite it. Other reasons concern rules and exceptions, such as a rule key that exists already.
If the service restarts while files are being read, Ainomos picks the import up again. During maintenance, new imports wait and running ones finish. Check the Import history before you import again. Importing the same files again is safe: unchanged documents are left out.
Import a better copy, such as a PDF with a text layer, under the same file name. It updates the document imported before.
Open the document under Documents and choose Read again. Ainomos lays out the stored text like a new import, changes no word, and reads the details again as suggestions. This works for PDF documents whose text was not edited after the import. Room owners and curators can do this.
Either the document states none, or no model is approved for the room’s data class. A platform admin can approve one under Settings, then Models.