Ask your company files anything

Stop hunting through tools for the file that has the answer — ask your bot, and let it read the document for you.

Who this is for

You've got files scattered across every tool your org uses: signed contracts, campaign images, legal drafts, a price list you keep meaning to organize. You want one place all of it collects, and you want to ask a question in plain language — "what did we agree with our supplier?" — and get an answer pulled from the actual document, not a guess.

Before you start

• Resources turned on for your org. It's a per-org feature that ships off by default. If your bot doesn't recognize a request to search or add files, ask your org's admin to check tool access — it's often switched on automatically when your org is set up.
• Nothing else to set up. No install, no folder structure to build first — the library fills itself from what your tools have already produced, plus anything you hand your bot from here on.

Steps

1. See what's already in the library. Ask "What's in our file library so far?" or "Show me everything Sign has produced." Your bot lists what's there, sorted by the tool that made it — campaign media, legal drafts, signed PDFs, plus anything already uploaded directly. Nothing is copied in; each entry just points at the file where it lives.

2. Add your own documents. Attach a file to a chat message and say something like "Here's our supplier contract, add it to the library." Your bot reads the words inside the document, not just its filename, so it's something you can ask about later. Uploading a file with the same name as an earlier one doesn't replace it — both stick around, so say so explicitly if you want an old version gone.

3. Ask a question and get the real answer. Ask "What payment terms did we agree with our supplier?" or "What's our refund policy?" Your bot searches the content of every readable file and answers from the document that holds it — the real wording, not an invented one. This only works for files it could read the text of; a photo or a scanned page with no text layer underneath won't turn up in a search, even though it's sitting right there in the library.

4. Let your bot reach for the right file mid-task, on its own. Fill in your brand kit once — a logo, a style guide, brand guidelines, and your brand colors, each in its own slot — and your bot pulls from it automatically whenever it creates something that should look and sound like you. Say "Use our brand guide when you write this post" the first time to make the habit explicit; after that it just happens.

What you'll see

• In chat: a rundown of what's in the library when you ask, a confirmation each time something new is added, and answers pulled straight from a document's content with enough context to tell where they came from.
• In the dashboard: the Resources page — a folder per source tool, drag-and-drop upload with the four brand-kit slots, a search box that reads inside your files, and a preview panel where you can rename, move, retag, or delete anything.
• When you delete something from the library, you're removing the entry and its place in search — not necessarily the file itself. A file another tool made stays exactly where that tool put it; only a direct upload is actually removed.

Troubleshooting

• Your bot says it doesn't recognize requests about a file library. Resources probably isn't turned on for your org yet — ask your admin to enable it, then try again.
• A search comes back empty even though you know the file is there. Search only reads text and PDF content. Images, video, and scanned pages with no real text underneath won't match a query about what's inside them — they're still in the library, just not searchable by content. Ask your bot to list the file by name instead to confirm it's really there.
• Your bot answers from an outdated version of a document. Re-uploading a file with the same name adds a new entry rather than replacing the old one, so both are searchable until you say otherwise. Tell your bot to remove the outdated version by name.
• You deleted something from the library, but it's still showing up in the tool that made it (a Sign PDF, a Social post, a Ledger document). Expected — deleting a library entry only removes it from Resources and search, not the original. To actually remove the file, ask in the tool that owns it.
• The library doesn't have files you expect, or has ones you don't. It's scoped strictly to one organization — your team and your agents see only your org's files, never another org's. Working across more than one org? Confirm which org's bot you're talking to.

Going deeper

• Built-in tools — the concept page, including the full brand-kit story
• Managing what your bot remembers — the shared org knowledge your files feed into
• Getting your social accounts connected — where the brand kit's style guide gets put to use