Add, process and publish a workspace manual¶

This guide follows the intended Tenant Admin Knowledge library and Review, publish and replace screens in 06 Final Screens. The frontend is still being built. These steps describe the intended journey with current backend limits; they do not establish that the controls are deployed in your environment.

Before you begin¶

Confirm the workspace and your current knowledge-administration access. The current policy grants eligible knowledge administrators management, spending approval and publication access together. Opening Tenant Admin alone does not establish that eligibility. Do not assume this workflow provides separately assignable spending and publishing roles; approve each processing maximum deliberately and review publication as a separate decision.

Choose an accountable owner for the manual. Confirm that it is classified Normal and suitable for everyone in this workspace. The system binds that declaration to the uploaded file; it does not independently judge the document's sensitivity or business accuracy.

Have sufficient prepaid credits before approving processing. You can manage metadata without first buying credits. An administrator must be currently eligible under the workspace's plan, account, membership and session rules.

If workspace access changes¶

Knowledge administration and member reading use current workspace access. A previously valid sign-in or a published version does not guarantee that access remains available. Ask an authorized administrator to check the applied plan, covered subscription period, any due plan change and the actual workspace restriction. Billing access explains when payment or payment-method recovery is relevant.

If the current access check is temporarily unavailable, keep the original source, upload, processing or publication reference and ask support to check that outcome. A failed access check or response does not prove that an earlier change was rolled back. Do not re-upload, approve another processing maximum or buy more processing credits simply to bypass the restriction. Once access is restored, inspect the original outcome before making a new decision.

Find the current manual¶

1. Open the intended Knowledge library in the correct workspace.
2. Find the manual and choose Open details.
3. Compare its title, descriptive revision and current published version.
4. Use View versions to distinguish a newer uploaded or processing version from the version members can use.
5. Read any processing, publication or cleanup notice before making a change.

A document's descriptive revision is supplied by its owner. It is separate from the library's numbered immutable versions. Editing a title, description, language, equipment model or tags changes descriptive metadata; it does not replace the uploaded bytes.

Members have a separate published-library experience. They should not expect to see drafts, pending replacements or administrator previews. Current account, membership, branch, plan and HiveAI authority are checked when accessing shared knowledge.

Prepare an acceptable file¶

Use a PDF, DOCX or UTF-8 TXT document no larger than 25 MiB (26,214,400 bytes). PDFs and server-rendered DOCX documents must have no more than 500 pages. Word pagination is measured by the server's renderer and can differ from your local application. The inspected upload design still says 50 MB; the implemented 25 MiB limit applies.

Use a simple filename of no more than 180 characters, with the correct extension. Avoid paths, control characters, leading dots and trailing dots or spaces. Renaming an unsupported file does not convert it.

Encrypted PDFs, password-protected DOCX files, active document content and invalid structures are rejected. Images and Markdown files are not accepted as standalone manuals through this workflow. Initial admission requires malware scanning and, for DOCX, page counting; unavailable checks can prevent completion. File validation does not replace a content review.

A document can pass upload checks and still fail processing. The complete extracted text is bounded to 4,194,304 characters and at most 2,048 search passages. Visual extraction is supported for eligible PDF pages using the configured English recognition path; this does not promise arbitrary-language OCR or complete extraction of images and annotations in Word files. Unsupported or incomplete content is rejected rather than silently treated as a complete manual.

Add and complete a manual upload¶

1. Choose Add a manual in the intended library.
2. Enter a recognizable Manual name and the descriptive information available in the form.
3. Verify the audience shown for the current workspace.
4. Select the prepared file and let the upload and file checks finish.
5. Read the saved result. Confirm that the correct source and new version are shown before moving to Review ingestion cost.

Creating an entry or starting an upload does not publish content or approve processing spending. An interrupted transfer has saved progress; return to the original upload when the client offers recovery. The upload belongs to its initiating administrator, so another administrator must not assume they can continue it.

If access changes or the source changes during completion, refresh and inspect the original result. Completion can involve stored content and a saved version even when the final response is lost. Ask support to resolve the original upload if its status is unclear.

Review and approve the processing maximum¶

1. Choose Review ingestion cost for the admitted version.
2. Check the workspace, manual, version, current quote and quoted expiry.
3. Read the estimate and the maximum separately. The estimate is not a final charge.
4. Check available credits; the intended screen provides Open Billing if needed.
5. Choose the approval action only when you accept the displayed maximum for that exact version.

The maximum covers the quoted components: document understanding, scanned-page reading, text extraction and search preparation. Quotes are short-lived and bound to the content and processing setup. A changed document, expired quote or changed setup can require a fresh review.

The inspected design includes example currency amounts; they are not a price list. Use the current quote and the credits guide. Approval reserves credits. The confirmed charge and unused amount released are separate outcomes.

Follow processing without repeating it¶

The intended lifecycle screen shows progress from accepted upload through text checking and search preparation. Read the current status and its observation time.

Checkpoint counts are not a reliable completion percentage or a final charge. No fixed processing time is promised.

Handle a revised limit or cancellation¶

A Waiting for a revised spending limit result pauses additional work. The original operation must first account for existing usage. Obtain and review a fresh quote for the additional approval, then resume that same operation through an available authorized client. Resuming is bound to the original approving administrator and the same source and version.

Each approval has its own ceiling. The total for an operation with several explicit approvals can exceed the first ceiling, while each approved portion remains bounded. Do not interpret “maximum” as permission for an automatic top-up.

Cancellation stops new eligible work and reconciles the original usage; it is not a refund of work already performed. Cancellation can be refused when processing is ready, already cancelled, payment is uncertain or the source changed. Another administrator's ability to read status does not necessarily allow them to cancel the original actor's operation.

If the cancellation response is lost, check the original operation. Do not assume that closing the page cancels processing or releases credits.

Preview the ready version¶

1. Confirm Document ready for the intended version.
2. Choose Preview ready version when the client offers it.
3. Check the content, revision and suitability for every member.
4. Return to the same source before deciding whether to publish.

Preview is an administrator action and does not grant member access. The session is short-lived and bound to the viewer and exact version. Reopen the preview if it expires. If the source or your access changed, refresh and request a new preview.

Some admitted formats depend on the browser's ability to display the original document. A preview failure does not prove that processing failed. Keep the version reference and use the approved support path; do not re-upload solely because the viewer failed.

Publish and replace deliberately¶

1. Review the ready version and confirm that its audience and business content are correct.
2. Choose Publish for everyone in the intended lifecycle screen.
3. Review the resulting publication status.
4. Confirm that the new version is actually available to members before announcing it as current.

An accepted publication request can remain pending while search activation is confirmed. It does not create another ingestion charge or implicitly authorize different content.

For a replacement, retain the same source and add a new document version. The previous published version stays current while the replacement is uploaded, processed and prepared for publication. Once the publication pointer switches, the replacement still needs final confirmation; a temporary period with no current member result is possible. Do not promise seamless availability.

If a newer metadata edit, archive, delete or competing publication invalidates the pending request, late responses must not be treated as publication success. Refresh the source. For uncertain activation, preserve the original publication reference and ask support to check it rather than issuing repeated publication requests.

Archive or restore a source¶

The intended lifecycle screen offers Archive to remove a manual from new answers while retaining its record. Check that it is the correct source before proceeding, and inspect the resulting state.

Archiving also blocks new processing for its versions and discards outstanding source upload intents. Previously dispatched work can still need accounting. Search cleanup may remain pending after the source has been withdrawn.

Restore applies to an archived source. A draft-only restore makes it editable again; it does not immediately make it visible to members. Restoring eligible retained content requires publication authority and a fresh publication check. Existing paid evidence can be reused without another extraction or embedding approval when it remains usable.

If the retained generation or processing setup is unavailable, restoration can leave a draft. Do not assume that the old processing operation can be restarted automatically. A new version and separately approved processing may be needed. A deleted entry has no equivalent restore transition in the inspected contract.

Keep deletion and export separate¶

The intended design shows Delete, an export action and a legal-hold notice. The inspected source-deletion action marks the entry deleted, withdraws publication and schedules index cleanup. It does not itself enforce a retention or legal-hold decision or prove physical erasure of stored documents.

Do not use that action as evidence that all copies, retained versions, processing artifacts or usage records have been deleted. In particular, a “cleanup complete” search result is not a storage-erasure receipt.

A separate tenant data-export process includes knowledge metadata and processing records. The inspected library controls do not establish a complete per-manual export journey. Ask the accountable administrator or support owner for the supported export and retention process. Do not infer a legal-hold guarantee from the design alone.

Recover an uncertain result¶

Keep the original workspace, source, version, upload, processing or publication reference and the approximate time. A timeout can occur after a change was saved.

For support, share safe references and a concise symptom. Do not paste protected document text, preview credentials or storage links into a general support message. Escalate inappropriate content or access through the governance guide.