Last updated: Sep 1, 2025, 01:10 PM UTC

Organization Setup - Document Upload Guide

Purpose: User guide for uploading and converting organization documents
Created: 2025-08-08
Status: Complete

What is Document Upload?

The Organization Setup feature allows you to quickly teach Sasha about your company by uploading your existing business documents. These documents are automatically converted into a format that Sasha can understand and learn from.

Why Upload Documents?

Instant Knowledge Transfer

Instead of manually entering information about your company, simply upload documents you already have. Sasha will extract and learn from:

  • Company overview and history
  • Product and service descriptions
  • Team structure and roles
  • Business processes and procedures
  • Client information and case studies

Complete Privacy

  • Documents stay in your private instance
  • Never shared with external services
  • Converted locally on your server
  • You maintain full control

Immediate Value

  • Sasha becomes useful from day one
  • No lengthy setup process
  • Leverages existing documentation
  • Builds comprehensive knowledge base

Supported Document Types

File Type Extensions Best For
PDF .pdf Reports, presentations, brochures
Word .doc, .docx Policies, procedures, contracts
Excel .xls, .xlsx Financial data, client lists, metrics
PowerPoint .ppt, .pptx Pitch decks, training materials
Text .txt, .md Notes, documentation, guides
Images .png, .jpg Logos, diagrams, screenshots

How to Upload Documents

Step 1: Gather Your Documents

Collect documents that best describe your organization:

Essential Documents:

  • Company overview or pitch deck
  • Employee handbook
  • Product/service descriptions
  • Recent presentations
  • Annual reports

Helpful Additions:

  • Case studies
  • Marketing materials
  • Training documentation
  • Process guides
  • Client testimonials

Step 2: Access Organization Setup

  1. New Users: Organization Setup appears automatically after registration
  2. Existing Users:
    • Go to Settings (gear icon)
    • Click "Organization" tab
    • Click "Launch Organization Setup"

Step 3: Upload Your Documents

Method 1: Drag and Drop

  1. Drag files from your computer
  2. Drop them onto the upload zone
  3. Files appear in the uploaded list

Method 2: Click to Browse

  1. Click the upload zone
  2. Select files from your computer
  3. Click "Open" to upload

Method 3: Multiple Selection

  • Hold Ctrl/Cmd to select multiple files
  • Upload up to 20 files at once
  • Maximum 50MB per file

Step 4: Review and Process

  1. Review uploaded files - Ensure all documents uploaded correctly
  2. Add company details (optional):
    • Company name
    • Website URL
    • Industry
  3. Click "Process Documents & Launch Sasha"

Step 5: Automatic Processing

Once you click process, Sasha will:

  1. Convert all documents to searchable format
  2. Extract key information
  3. Organize by category
  4. Create knowledge base
  5. Generate research plan
  6. Launch with your data ready

What Happens to Your Documents?

1. Conversion Process

Your Document → Conversion Engine → Markdown Format → Knowledge Base
    PDF             Extract Text        Structured      Ready for AI
    Word            Parse Content         Indexed       Searchable
    Excel          Format Tables        Categorized     Accessible

2. Storage Location

Documents are stored in your private workspace:

~/.claude/projects/default-workspace/docs/local/
├── contracts/          # Legal documents
├── presentations/      # Pitch decks, slides
├── handbooks/         # Employee documentation
├── financial/         # Reports, spreadsheets
├── marketing/         # Brochures, materials
└── general/           # Other documents

3. Automatic Organization

Sasha automatically categorizes documents based on content:

  • Contracts → Legal agreements, terms
  • Handbooks → Employee guides, policies
  • Presentations → Pitch decks, slides
  • Financial → Budgets, reports, metrics
  • Marketing → Brochures, case studies

Skip Option

When to Skip

You can skip document upload if:

  • You want to explore Sasha first
  • Documents aren't ready yet
  • You prefer manual setup
  • You need approval to upload

How to Skip

  1. Click "Skip for now →" button
  2. Sasha creates empty workspace
  3. Access Organization Setup later from Settings

What You Miss

Skipping means Sasha won't have:

  • Initial knowledge about your company
  • Context for better responses
  • Immediate understanding of your business
  • Personalized assistance

Recommendation: Upload at least 2-3 key documents for best results

Best Practices

Do Upload

  • Current, accurate documents
  • Official company materials
  • Well-structured documents
  • Variety of document types
  • Key business information

Don't Upload

  • Personal/private information
  • Passwords or credentials
  • Unrelated documents
  • Corrupted files
  • Extremely large files (>50MB)

Document Quality Tips

  1. Use Recent Documents - Ensure information is current
  2. Include Context - Documents with background information
  3. Mix Types - Variety provides comprehensive view
  4. Check Formatting - Well-formatted documents convert better
  5. Remove Sensitive Data - Redact if necessary

After Upload

Immediate Benefits

Once documents are processed:

  • Sasha understands your business
  • Ask questions about your company
  • Get insights from your data
  • Generate new documents
  • Search across all content

Example Questions You Can Ask

  • "What are our main products?"
  • "Who are the key team members?"
  • "Summarize our company mission"
  • "What's our target market?"
  • "List our competitive advantages"

Building on the Foundation

After initial upload:

  1. Add more documents over time
  2. Update outdated information
  3. Refine Sasha's knowledge
  4. Create specialized guides
  5. Train on specific processes

Troubleshooting

Upload Issues

Problem Solution
File won't upload Check file size (<50MB) and type
Upload stuck Refresh page and try again
Document not converting Ensure file isn't corrupted
Missing information Upload more comprehensive documents
Wrong categorization Manually move files after upload

Processing Issues

Documents taking too long to process?

  • Large files take more time
  • Multiple files process in sequence
  • Check internet connection
  • Wait for completion notification

Converted documents look wrong?

  • Check original formatting
  • Some complex layouts may simplify
  • Tables and charts convert to text
  • Images are referenced, not embedded

Privacy & Security

Your Data is Protected

  • Local Processing - Conversion happens on your server
  • Private Storage - Documents stay in your instance
  • No External Access - Never sent to third parties
  • Encrypted - Secure storage and transmission
  • Your Control - Delete anytime you want

Compliance

The system is designed for:

  • GDPR compliance
  • HIPAA readiness
  • SOC 2 alignment
  • Enterprise security standards

Advanced Features

Bulk Upload

Upload entire folders:

  1. Select multiple files (Ctrl/Cmd+Click)
  2. Or drag entire folder
  3. Maintains folder structure
  4. Processes all at once

Document Updates

Keep information current:

  1. Re-upload updated documents
  2. Sasha learns new information
  3. Old versions archived
  4. Knowledge base updates

Custom Categories

Organize your way:

  1. Create custom folders in docs/local/
  2. Move documents after conversion
  3. Sasha respects your organization
  4. Build specialized knowledge areas

Getting Help

Quick Tips

  • Start with 3-5 key documents
  • Mix different document types
  • Update documents regularly
  • Use descriptive filenames
  • Include data and metrics

Support Resources

Contact Support

If you encounter issues:

  1. Check the troubleshooting section
  2. Review error messages
  3. Contact your administrator
  4. Report bugs in GitHub Issues

Next Steps

After uploading documents:

  1. Explore Sasha's Knowledge

    • Ask questions about your company
    • Test understanding of products
    • Query team information

  2. Refine and Expand

    • Upload additional documents
    • Correct any misunderstandings
    • Add specialized content

  3. Create New Content

    • Generate reports from data
    • Create summaries
    • Build documentation

  4. Share with Team

    • Onboard new employees
    • Share insights
    • Collaborate on knowledge

Summary

Document upload in Organization Setup is the fastest way to make Sasha intelligent about your business. By converting your existing documents into AI-ready format, you can start getting value immediately without lengthy manual setup. Your documents remain private and secure while providing Sasha with the knowledge needed to assist you effectively.

Ready to start? Gather your key business documents and launch Organization Setup!