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Workspace And Indexing Settings

Indexing helps Document.Bot search your workspace and helps the AI agent find relevant files.

What Indexing Does​

When Document.Bot indexes a workspace, it reads supported files and prepares searchable information. Depending on your settings, indexing can use local/offline models or hosted indexing models.

Indexing supports better:

  • keyword and semantic search
  • source-backed answers
  • document tool results
  • file discovery by the AI agent

Indexing Can Continue In The Background​

You do not always need to wait for indexing to fully finish before browsing files. Search quality improves as more files finish indexing.

For large folders, indexing can make your computer warm or temporarily slower.

Choose File Types To Index​

Document.Bot may let you choose which file extensions are indexed for a workspace.

Use this when:

  • the folder contains irrelevant generated files
  • you only want to search documents, not media
  • hosted indexing quota is limited
  • a file type creates noisy results

Changing indexed file types affects search and AI retrieval. It does not delete the original files.

Local Vs Hosted Indexing​

Local indexing keeps the indexing model on your machine but can be slower. Hosted indexing can be faster, but may send document content to a service and may use account credits or quota.

Indexing And The Privacy Badge​

Some builds show a top-bar Privacy badge. The badge checks AI Chat and Workspace indexing separately.

The badge is green only when both chat and indexing are local. If indexing is hosted, the badge is red even when the selected chat model is offline. This prevents a common mistake: assuming offline chat means the whole workspace workflow is offline.

If you choose an offline chat model while indexing is still online, Document.Bot may show a checkpoint before changing the chat model. The checkpoint lets you keep online indexing or switch indexing offline when that option is available.

Hosted Indexing Quota​

Hosted indexing quota is measured in files. If the selected workspace has more indexable files than your remaining quota, Document.Bot may warn before continuing.

Possible recovery options can include:

  • continue with partial hosted indexing
  • switch to offline indexing when supported
  • upgrade or review account limits
  • choose a smaller folder or subfolder
  • continue with the current partial index

Advanced: Search With A Partial Index​

If indexing is incomplete, text browsing and file opening still work. Search and AI retrieval may miss files that have not been indexed yet.

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