**Source:** https://heykiku.com/help/document-management

# Document Upload & Management

Your knowledge base grows as you add documents. heykiku turns each upload into searchable [knowledge management](https://heykiku.com/features/knowledge-management) your whole team can query. Here's how document management works.

## Supported Formats

| Format | Notes |
|--------|-------|
| PDF | Scanned or native text |
| DOCX | Word documents |
| XLSX | Spreadsheets (converted to searchable tables) |
| TXT, MD | Plain text and markdown |
| Images | PNG, JPEG, GIF, WebP (OCR extracts text) |

Maximum file size: 10MB per document.

## Upload Workflow

1. **Upload** — Drag files or click to select
2. **Extraction** — heykiku pulls text from your document
3. **Review** — Check the extracted content, edit if needed
4. **Approve** — Make it searchable in your knowledge base

Documents stay in "Pending Review" until you approve them. This prevents garbage from polluting your knowledge base.

## Organizing with Folders

Create folders to group related content:
- By client: "Client X Brand Assets"
- By topic: "HR Policies"
- By project type: "Website Projects"

Folders inherit the access tier you choose. All documents in a folder share the same visibility.

## Editing Extractions

OCR isn't perfect. Before approving:
1. Open the document
2. Click the **Extraction** tab
3. Edit text directly in the editor
4. Click **Approve & index** when ready

This ensures your knowledge base contains accurate, clean content.

## Deleting Documents

1. Select the document
2. Click **Delete**
3. Confirm

Deleted documents are removed from search immediately.

## Related terms

- [Agency Knowledge Base](https://heykiku.com/glossary/agency-knowledge-base)
- [Single Source of Truth](https://heykiku.com/glossary/single-source-of-truth)
- [Approval Workflow](https://heykiku.com/glossary/approval-workflow)