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How Do You Upload Documents to an AI Agent's Knowledge Base?
Macha lets you upload PDF, Word, text, CSV and Excel files straight into an agent's knowledge, up to 10 files at a time and 20 MB each. Here is how to upload them, how indexing works, and how to refresh a file that changes.
Key takeaways
- Macha users upload documents from the Sources page by choosing Upload documents and adding PDF, Word, text, CSV or Excel files.
- Macha accepts up to 10 files per upload, with each file capped at 20 MB.
- Macha starts indexing uploaded files immediately, and indexing takes from a few seconds to a couple of minutes depending on file size.
- Uploaded documents are a static snapshot, so an edited file must be deleted and re-uploaded before a Macha agent sees the change.
- An uploaded document is only searched by a Macha agent once that source is linked to the specific agent.
To upload documents to a Macha agent's knowledge base, open the Sources page, click Upload documents, and add up to 10 PDF, Word, text, CSV or Excel files at a time, each up to 20 MB. Macha indexes them within seconds to a couple of minutes, and any agent you link the source to can then search them.
| Question | Answer |
|---|---|
| Formats | PDF, DOCX, TXT, CSV, XLSX |
| Files per upload | Up to 10 |
| Size per file | Up to 20 MB |
| Indexing time | A few seconds to a couple of minutes |
| Auto-refresh | No: delete the old version and re-upload |
Watch it
What file types can you upload?
Upload is for static content you want an agent to reference: internal documents, policy files, support guides, a spreadsheet of edge cases. Supported formats:
- Word documents
- Text files
- CSV
- Excel spreadsheets
The limits: up to 10 files at a time, and each file up to 20 MB. For content that lives on the web instead, use Add Website.
How do you upload a document?
The Sources page shows three ways to add knowledge: Upload documents, Add a website, and Add a web page. Choose Upload documents, drag in or browse to your files (up to 10), and confirm. Macha takes it from there.
What happens after you upload?
Macha starts indexing immediately. Indexing means it:
- Reads the content of each file.
- Breaks it into chunks, so the agent can find the relevant part of a long document instead of reading all of it.
- Makes it searchable for your agents.
Depending on file size, this takes anywhere from a few seconds to a couple of minutes. When it's done, the source appears in your sources list marked Ready, and any agent you link it to can search it. Connected sources such as Google Docs or Notion show Live instead, because they pull content in real time.
Do uploaded documents update automatically?
No. Uploaded documents are indexed once: a static snapshot, not a live feed. That's right for content that doesn't change, like a policy or a guide. If you edit the original file, Macha won't pick up the change; delete the old version and re-upload the new one. For content that changes often, connect it as a live source or read it through a tool instead. (See knowledge source vs. tool.)
How do you make an agent use the uploaded document?
Uploading adds a document to your sources, but an agent only uses sources it's linked to. Open the agent, point it at the source (all of it, or specific documents), and it will reference your uploaded content when answering. (Full detail in connecting a knowledge base to an agent.)
Frequently asked questions
What file types can I upload? PDF, Word (DOCX), text (TXT), CSV, and Excel (XLSX).
How many files, and how big? Up to 10 files at a time, each up to 20 MB.
How long does indexing take? A few seconds to a couple of minutes, depending on file size.
Do uploaded docs update automatically? No. They're indexed once as a snapshot. Delete the old version and re-upload to refresh, or use a live source or tool for changing data.
Will the agent use the file automatically? Only once you link the source to the agent. Then it searches the file when answering.
What does it cost to try? Macha's trial includes $50 of free usage with no credit card and no time limit. Paid use is billed per ticket, starting at $299 a month for up to 750 tickets.
Add your docs: upload your policies and guides and let your agent reference them. $50 of free usage, no credit card required. Start free.
