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Overview

Uploading documents to your knowledge base is a critical step in providing your voice agents with the information they need. This guide covers best practices for document preparation, supported file types, and the upload process in AlloMia.

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Supported Document Types

AlloMia supports a variety of document formats:
  • Text Documents:
    • Plain text (.txt)
    • Markdown (.md, .markdown)
    • Rich Text Format (.rtf)
  • Office Documents:
    • Microsoft Word (.doc, .docx)
    • Microsoft Excel (.xls, .xlsx)
    • Microsoft PowerPoint (.ppt, .pptx)
    • Google Docs (via export or URL)
  • Web Content:
    • HTML files (.html, .htm)
    • Web URLs
  • PDF Documents:
    • Standard PDFs (.pdf)
    • Scanned documents (with OCR processing)
  • Other Formats:
    • CSV data (.csv)
    • JSON data (.json)
    • XML files (.xml)

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Document Preparation Best Practices

Before uploading, prepare your documents for optimal performance:
  1. Optimize Document Structure:
    • Use clear headings and subheadings
    • Break content into logical sections
    • Keep paragraphs concise and focused
    • Use bulleted or numbered lists for steps and options
  2. Format for Readability:
    • Use consistent formatting
    • Ensure adequate white space
    • Make important information visually distinct
    • Use tables for structured data
  3. Healthcare-Specific Considerations:
    • Define medical terminology
    • Include both formal terms and common language
    • Ensure information accuracy and compliance
    • Include appropriate disclaimers

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Document Upload Process

To upload documents to your knowledge base:
  1. Navigate to your knowledge base in the AlloMia dashboard
  2. Click the “Add Documents” button
  3. Select your upload method:
    • File Upload: Drag and drop files or click to browse
    • URL Import: Enter web page URLs to import
    • Text Entry: Type or paste content directly
    • Folder Upload: Import multiple files in their folder structure
  4. Configure upload settings:
    • Categories: Assign to existing categories
    • Tags: Apply relevant tags
    • Processing Options: Choose OCR for scanned documents
    • Language: Specify document language if not auto-detected
  5. Click “Upload” to begin the process
  6. The system will process your documents, which may take several minutes depending on file size and quantity

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Bulk Document Upload

For large-scale knowledge base population:
  1. Prepare a folder structure that mirrors your desired knowledge base organization
  2. Name files clearly to reflect their content
  3. Use the “Bulk Upload” feature:
    • Select the parent folder
    • Configure batch processing settings
    • Apply category and tag rules
    • Start the upload process
  4. Monitor the bulk upload progress indicator
  5. Review the upload report for any errors or warnings

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Document Processing and Indexing

After upload, AlloMia processes your documents:
  1. Text Extraction: Converts documents to machine-readable text
  2. Content Analysis: Identifies key concepts and terminology
  3. Indexing: Creates searchable entries for efficient retrieval
  4. Embedding Generation: Creates AI-readable representations
  5. Relationship Mapping: Identifies connections between documents
This process may take a few minutes to complete, after which the documents become available to voice agents.

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URL Import Options

To add web content to your knowledge base:
  1. Select “URL Import” in the document upload interface
  2. Enter the web page URL
  3. Configure crawl settings:
    • Single Page: Import only the specified URL
    • Section Crawl: Import the URL and linked pages within the same section
    • Domain Crawl: Import multiple pages from the same domain
    • Depth Limit: How many link levels to follow
    • Content Filters: Which page elements to include/exclude
  4. Click “Import” to begin the process
  5. Review imported content for completeness and accuracy

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Post-Upload Optimization

After uploading documents:
  1. Navigate to the document in your knowledge base
  2. Click “Edit” to:
    • Refine the title and description
    • Add or adjust categories and tags
    • Configure document-specific settings
    • Enhance metadata
  3. Use the “Quality Check” tool to identify:
    • Formatting issues
    • Missing metadata
    • Potential content problems
    • Optimization opportunities

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Best Practices for Healthcare Document Uploads

  • Verify Medical Accuracy: Have clinical staff review content before upload
  • Maintain Document Originals: Keep source files for future updates
  • Use Consistent Naming: Follow a clear naming convention
  • Include Version Information: Add version numbers and dates
  • Prioritize Patient Privacy: Ensure PHI is properly redacted
  • Optimize for Retrieval: Structure content around common questions
  • Consider Mobile Reading: Format for readability on all devices
  • Include Reference Information: Add sources and last-reviewed dates

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Troubleshooting Upload Issues

If you encounter problems during document upload:
  • Check file formats and ensure they’re supported
  • Verify file size is under the maximum limit (100MB per file)
  • For scanned documents, ensure adequate scan quality
  • If OCR is failing, try improving the document image quality
  • For web imports, check that the site allows crawling
  • Clear browser cache if the upload interface isn’t working properly
  • Contact AlloMia support for persistent upload issues