# File Uploads

File upload is the fastest way to get content into CoAgentor. Upload any supported document and it becomes available for your agents to reference during live meetings.

→ [Upload files →](/content/dashboard/data-sources/index.html)

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## Supported file types [#](/content/help/data-sources/file-uploads#supported-file-types/index.html)

| Format | Extension |
|---|---|
| PDF | `.pdf` |
| Word Document | `.docx` |
| Excel Spreadsheet | `.xlsx` |
| CSV | `.csv` |
| Plain Text | `.txt` |
| Markdown | `.md` |
| HTML | `.html` |

More formats may be supported — if you have a specific format requirement not listed, contact support.

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## Uploading a file [#](/content/help/data-sources/file-uploads#uploading-a-file/index.html)

1. Go to [Data Sources →](/content/dashboard/data-sources/index.html)  
2. Click **Upload File**  
3. Select one or more files from your computer  
4. Files will appear in the list immediately with **Pending** status  
5. Processing begins automatically — status will update to **Completed** within a few minutes

**XXX SCREENSHOT:** The Data Sources page showing the Upload File button, and a file list with files in Pending, Processing, and Completed states

You can upload multiple files at once. Each file is processed independently.

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## What happens after upload [#](/content/help/data-sources/file-uploads#what-happens-after-upload/index.html)

CoAgentor processes each file through the following pipeline:

1. **Text extraction** — format-specific text extraction (PDF pages, Word paragraphs, spreadsheet cells, etc.)  
2. **Chunking** — the extracted text is split into 512-token segments with 50-token overlap. Overlap ensures that content spanning a chunk boundary isn't lost.  
3. **Embedding** — each chunk is embedded as a semantic vector using an AI embedding model  
4. **Indexing** — chunks are stored and ready for retrieval during meetings

You don't need to do anything during processing. Once status shows **Completed**, the file is ready to add to a context.

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## Adding a file to a context [#](/content/help/data-sources/file-uploads#adding-a-file-to-a-context/index.html)

Uploading a file doesn't automatically make it available to your agents. You need to add it to a **Context** and assign that context a scope.

→ [Learn about Contexts and Scopes →](/content/help/data-sources/contexts-and-scopes/index.html)

Contexts let you control which files are used for which agents or meetings — so a sales agent only references your sales playbook, not your HR documentation.

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## Deleting a file [#](/content/help/data-sources/file-uploads#deleting-a-file/index.html)

To delete a file:

1. Go to [Data Sources →](/content/dashboard/data-sources/index.html)  
2. Click the options menu on the file row  
3. Select **Delete**

Deleting a file removes it from all contexts it belongs to and permanently removes the stored chunks. This cannot be undone.

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## File size and limits [#](/content/help/data-sources/file-uploads#file-size-and-limits/index.html)

| Plan | Max files | Max file size | Storage |
| --- | --- | --- | --- |
| Free | 3 | 10 MB | 25 MB |
| Solo | 10 | 50 MB | 500 MB |
| Pro | Unlimited | 200 MB | 10240 MB |

- **Supported encodings:** UTF-8 (for text files). Binary formats (PDF, DOCX, XLSX) are handled automatically.  
- Plan-level limits also apply to how many chunks can be retrieved per meeting evaluation.

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## Best practices [#](/content/help/data-sources/file-uploads#best-practices/index.html)

✅ **Name files descriptively** — the filename helps you identify the file later in contexts (e.g. `sales-playbook-Q1-2025.pdf` rather than `doc1.pdf`)

✅ **Use structured documents** — well-formatted documents with headings and clear sections produce better chunk boundaries and more accurate retrieval

✅ **Keep documents focused** — a tight, purpose-specific document (e.g. "Objection handling for enterprise accounts") retrieves better than a large, mixed document

✅ **Update files when content changes** — delete the old file and re-upload the updated version. CoAgentor doesn't auto-sync uploaded files.

❌ **Don't upload scanned PDFs with poor OCR** — text extraction quality depends on readable text content, not images of text

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## Troubleshooting [#](/content/help/data-sources/file-uploads#troubleshooting/index.html)

**Processing stuck on Pending** — Processing typically starts within 60 seconds. If a file stays in Pending for more than 5 minutes, try re-uploading.

**Processing Failed** — Click the error badge to see the failure message. Common causes: unsupported file encoding, password-protected PDFs, or corrupt files.

**My agent isn't using the file content** — Make sure the file is in a context and that context has a scope covering the current agent or meeting. Check [Contexts →](/content/dashboard/data-sources/index.html) to verify.

→ [Set up contexts →](/content/help/data-sources/contexts-and-scopes/index.html)