Overview
File Management lets you upload documents your AI assistant can search when it answers, such as price lists, FAQs, manuals or policies. Uploaded files are stored in your OpenAI vector store and become part of the chatbot’s knowledge base. It’s included in the free WPiko AI Chatbot.
Supported Files
| Format | Good for |
|---|---|
| PDF (.pdf) | Formatted documents, manuals, brochures |
| Word (.doc, .docx) | Policies, procedures, rich text documents |
| Text (.txt) and Markdown (.md) | Simple text and documentation |
| JSON (.json) | Structured data |
| HTML (.html) | Saved web content |
Each file can be up to 20 MB.
Uploading Files
- Go to WPiko AI Chatbot → AI & Training → AI Settings → Model & Knowledge and click File Management in the Train AI assistant section.
- Drag your files onto the upload area, or click choose files. You can pick several files at once.
- Click Upload files. A message confirms when each file is added.
OpenAI processes and indexes each file before the chatbot can use it. Large files can take a little longer.
Files that aren’t a supported type or are over 20 MB are skipped with a message, and the others still upload. The window works with the keyboard: Escape closes it.
Your Files
The Your files list shows every document you’ve uploaded, with a file-type icon, its size and upload date, and the total number of files.
- Delete: click the trash icon next to a file and confirm. Your assistant stops using it in its answers. This can’t be undone.
- Reload: click the reload button to refresh the list from OpenAI, for example after deleting files in your OpenAI dashboard.
Scanned pages, posts and docs, Q&A Builder files and WooCommerce product files aren’t listed here. They’re managed in their own tools: Scan Website, the Q&A Builder and Product Sync (Pro). Pages taught with Quick learn are managed in the Quick learn panel.
Tips
- Use clear, descriptive file names, such as
shipping-and-returns-2026.pdf. - Upload documents with facts visitors ask about: prices, policies, opening hours, product details.
- Delete outdated files when you upload a new version, so the chatbot doesn’t mix old and new information.
- Scanned PDFs (images of text) have little readable text. Use a PDF with selectable text, or a Word file.
Troubleshooting
| Message | What to do |
|---|---|
| File size exceeds 20MB limit | Compress the file or split it into smaller parts. |
| Only .txt, .md, .json, .doc, .docx, .pdf, and .html files are allowed | Convert the file to a supported format. |
| Please select files to upload | Drop files on the upload area or click choose files first. |
| File upload failed | Click Test connection in AI Settings → API Connection, then check Advanced → Debug Log for the OpenAI error. |
