Managing your knowledge: the files your Mates can read

My knowledge holds your own files: the files your Mates can read when you talk to them. This article shows how to open the page, add files, follow their status, rename, describe, hide, replace and delete them. It is for every member. To give files to one Mate for all its conversations, use its Knowledge tab instead: see "How to Add and Manage Files in Mate Knowledge".

How your Mates use your knowledge

• Your knowledge belongs to you, in the selected organization. Each organization has its own list.
• A Mate reads your files when you talk to it and a file is useful for the answer. It never receives every file whole in every message.
• A Mate reads your knowledge only when its administrators turned on Core Filesystem in its parameters (see "Configuring Mate Capabilities").
• Only you can see and change your knowledge. Organization admins and Mate owners cannot open it.

Open My knowledge

1. Click your profile picture in the sidebar.
2. Under Mates, click My knowledge.

The page shows the organization it applies to, for example "Organization: Ecotech Solutions". Switch organization to manage the files of another organization. My knowledge shows only when an organization is selected.

Add files

1. Click Upload files, or drop files in the upload area.
2. Select one or more files.

You can add PDF, Office, text and image files, up to 1 GB each. Executable and installer files, system files and empty files are refused with a message.

If a file with the same name is already in the list, Mates asks Replace this file?. Click Replace to put the new file in place of the old one: its description and integration mode are kept, and the previous version is deleted. Click Cancel to keep the old file.

Follow the status

Each file goes through these states. The Status column shows them in words when the window is wide enough. On a narrow window, the file's icon shows the state, and the details panel shows it in words.

• Uploading: the file is being sent, with its progress.
• Processing: the platform is converting the file to text.
• Preparing: the file is almost ready for your Mates.
• Readable by your Mates: your Mates can read the file.
• Hidden from your Mates: you set the file to Hidden. The row shows dimmed.

When something goes wrong, the status shows a short error. Open the file's details for the full message:

Open a file's details

Click a file's row. A panel opens on the right with the file's name, description, integration mode, details and actions. Press Escape or click ✕ to close it.

Rename a file or add a description

1. Open the file's details.
2. Edit the Name or the Description. The file extension stays as it is.
3. Click Save.

Two files cannot have the same name: Mates shows "A file with this name already exists" and Save stays inactive. The description helps you know what each file is.

Choose an integration mode

Open the Integration mode list on the file's row and select a mode. The change applies at once.

• Default: the file is sent as-is to your Mates. Keep it for most files.
• Summary: a summary of the file is generated, then sent.
• Hidden: your Mates no longer read the file. It stays in your list, dimmed, with the status Hidden from your Mates. Set it back to Default to make it readable again.

The other modes work as on a Mate's knowledge: see "How to Add and Manage Files in Mate Knowledge".

Replace a file with a new version

1. Click ⋯ at the end of the file's row, then Replace, or open the file's details and click Replace.
2. Confirm.
3. Select the new file.

You can also upload a file with the same name. Its description and integration mode are kept. The previous version is deleted and is not kept anywhere. Your Mates read the new version once it shows Readable by your Mates.

Delete a file

1. Click ⋯ at the end of the file's row, then Delete, or open the file's details and click Delete.
2. Confirm.

Your Mates can no longer read the file. It is deleted for good.

Good to know

• Every change on this page applies at once. There is no Update button.
• A Mate's answer is visible to everyone in the conversation. In a shared conversation, a Mate that reads one of your files can quote it there.
• Your knowledge is separate in each organization: a file added in one organization is not readable in another.

Related articles

• How to Add and Manage Files in Mate Knowledge
• Supercharging Mates with Knowledge (Overview)
• Configuring Mate Capabilities
• Adding Attachments to Your Messages