Managing Documents on SpecFrog

SpecFrog's "Documents" page offers a platform for file management, utilizing state-of-the-art technology to streamline your projects. This guide outlines the functionalities available to you and how to use them effectively.

Uploading Documents

  • Bulk Uploads: Upload several files at once for efficiency.
  • Usage Alerts: Receive notifications about your upload's impact on your monthly page limit.
  • Quota Management: Need more scans? Adjust your monthly limit in your account settings.

Adding Documents

  • Multiple Uses: Upload documents that are already uploaded and scanned to multiple projects.
  • Usage Alerts: "Adding" a document does not use additional page resources.

Document Processing Technologies

Optical Character Recognition (OCR)

  • Advanced Scanning: With OCR, SpecFrog enhances the clarity of scanned documents, ideal for repeatedly printed and scanned items like construction plans or text within images.

Vector Embeddings

  • AI Interactions: Post-upload, SpecFrog creates vector embeddings for document data, enabling the AI assistant to interact intelligently with the content.

Tracking Document Status

  • Status Updates: The status column on the Documents page indicates the processing stage with four statuses: not-started, processing, complete, and failed.
  • Rescanning Failed Documents: Use the "run" arrow in the status column for a re-scan if a document fails to process.
  • Get Support: Trouble with a document? Email the assistant link and file to Andrue@SpecFrog.com.

Document Deletion and Monthly Usage

  • Important Note: Deleting documents does not recover your monthly usage quota. Plan your uploads accordingly.

Tips for Static VS Dynamic Documents

  • Resource Efficiency: For permanent content like brochures, upload once and link to multiple projects without additional page usage.
  • Project Buckets: Create projects for your static documents that are often times grouped together. Examples include marketing materials for a manufacturer that you send alongside selections. Another example would be Installation and Startup documents you always send with an equipment submittal.

Leverage SpecFrog's document management tools to enhance your project workflows and team collaboration.

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