Upload and Remove Knowledge Files
Knowledge files are stored in WordPress uploads, uploaded to OpenAI with purpose assistants, attached to the site vector store, and indexed asynchronously.
A knowledge file has both a local and remote lifecycle. WordPress first accepts and stores the uploaded file, SmartSite sends it to OpenAI, attaches it to the site vector store, and waits for OpenAI indexing. A filename appearing in the list is therefore not enough—the state must reach Completed before you expect reliable retrieval.
Start with the smallest safe step: prepare a nonempty pdf, docx, pptx, or txt file with no secrets beyond the approved knowledge scope. Do not consider the task finished before you to remove a file, confirm the deletion and verify it disappears from local and openai storage; this is where the configuration is tested in the context that truly consumes it.
What this feature does and when to use it
Section titled “What this feature does and when to use it”Use files for controlled source documents that are not suitable as published WordPress pages.
Use this feature in the following situations:
- Approved knowledge exists as a PDF, Word document, PowerPoint, or plain-text file rather than a public page.
- You need to replace or remove an outdated manual from both local and OpenAI knowledge.
- You are diagnosing a document that uploaded successfully but never became searchable.
Where to find it
Section titled “Where to find it”Before you begin
Section titled “Before you begin”- SmartSite Assistant is installed and activated.
- You are signed in with an account that can manage WordPress options.
Set it up step by step
Section titled “Set it up step by step”- Prepare a nonempty PDF, DOCX, PPTX, or TXT file with no secrets beyond the approved knowledge scope.
- Select one or more files; the interface uploads them one at a time.
- Wait for upload and vector attachment.
- Monitor the state until completed; do not treat indexing/pending as ready.
- Preview PDF or TXT in the browser, or open DOCX/PPTX with the local application.
- Test representative questions.
- To remove a file, confirm the deletion and verify it disappears from local and OpenAI storage.
Fields, controls, and important values
Section titled “Fields, controls, and important values”Uploaded documents expand the material available beyond WordPress pages. The file type and size determine whether the upload is accepted, while the processing state determines whether OpenAI can search it. A successful upload alone does not improve answers: the document must finish indexing, contain clear current information, and be tested with questions that should retrieve it.
| Field, control, or status | What SmartSite Assistant does with it | How to use it and why it matters |
|---|---|---|
| Supported types | PDF, DOCX, PPTX, and TXT. | Prepare knowledge as PDF, DOCX, PPTX, or plain text and keep each file below the WordPress upload ceiling. Format acceptance only gets the document into processing; clear structure and completed indexing determine whether it helps answers. |
| Maximum size | Each file is limited by the current WordPress wp_max_upload_size() value; empty files are rejected. | “Maximum size” is meaningful only with its stated unit and the behavior it triggers. Compare representative traffic before and after a change, because a lower threshold often acts sooner without making the AI itself more accurate. |
| States | Completed means indexed; failed/cancelled indicate terminal problems; other states are still processing. | “States” concerns the source or asset entering this workflow. Use sanitized, maintained material; where the asset supplies knowledge, verify the completed index rather than assuming its presence in the media area makes it searchable. |
| Preview / Open | PDF/TXT can preview in the browser; DOCX/PPTX rely on a native viewer. | Preview PDF or text content when possible, and use the device’s native viewer for office formats. This review is where you catch outdated pages, missing sections, or extraction-unfriendly layouts before sending the document for indexing. |
| Remove | Deletes the vector attachment/OpenAI file and the local uploaded copy. | “Remove” is an operational or destructive action rather than an answer-quality control. Use it under the site’s retention or change process, then verify that remaining knowledge, logs, and external data match the intended result. |
How to confirm it is working
Section titled “How to confirm it is working”Use a separate test session to confirm Upload and Remove Knowledge Files. This keeps existing login, browser storage, and response history from hiding the change, and it shows whether the result reaches the complete workflow rather than stopping at WordPress storage.
Practical example
Section titled “Practical example”Upload a sanitized product manual PDF, wait for completed, then ask for a specification unique to that manual.
Recommended practice
Section titled “Recommended practice”- Change one part of Upload and Remove Knowledge Files at a time and keep a short record of the previous value and test result.
- Judge the change with a fresh question that depends on this source; an admin status cannot show whether retrieval chose it.
Important warnings
Section titled “Important warnings”Common problems and focused checks
Section titled “Common problems and focused checks”| Problem | What to check and what to do next |
|---|---|
| File is rejected before upload. | Confirm its extension is supported, it is nonempty, and it is below the WordPress maximum upload size. |
| File remains processing. | Refresh after a reasonable interval; if it becomes failed, remove it, verify the source, and upload again. |
| Upload and Remove Knowledge Files is missing or does not match this guide. | Confirm the plugin is active and the account can manage WordPress options. Check selection, synchronization, remote processing, and retrieval evidence in that order. |
| A change on Upload and Remove Knowledge Files does not produce the expected result. | Keep the exact notice and test case, then review the browser console and WordPress/PHP log. Check selection, synchronization, remote processing, and retrieval evidence in that order. |
Screen reference
Section titled “Screen reference”- Capture
- Show the Knowledge Files area with one completed fictional PDF and one indexing TXT file; filenames must not reveal clients.
- Show
- Upload control, accepted types/limit, filenames, state badges, Preview/Open, Remove
- Viewport
- Desktop, 1440 × 900
- Annotate
- Use numbered callouts only for controls referenced in the procedure.
- Redact
- OpenAI keys, tokens, secrets, personal information, private URLs, IP addresses, and conversation text