Upload a file for the widget and emails

Summary

Files is a screen in the KonversAI console. Select Settings in the left sidebar, then select Files. The screen carries the heading Files and the line Upload and manage tenant files. Public files can be used in widgets and outbound emails without sign-in. You use this screen for an asset, such as a logo or an icon. The assistant does not answer questions from a file you upload here. To give the assistant a document to answer from, use the knowledge base instead. See Upload a file.

Who can do this

A Tenant Admin, or any team member whose role includes the tenant settings permission. The console calls the two permissions View tenant settings and Modify tenant settings. View tenant settings shows the Files screen and its list. Modify tenant settings lets you upload a file, change a file between public and private, and delete a file. A Tenant Operator does not get the tenant settings permissions by default. If you do not see Settings in the left sidebar of the KonversAI console, ask a Tenant Admin to change your role.

Before you start

This screen is not the knowledge base. A file on the Files screen in the KonversAI console is an asset, such as a logo, a header icon or a PDF you attach to an email. KonversAI does not read it, does not chunk it and does not embed it, so the assistant never answers a customer from it. Put a document that the assistant must answer from into the knowledge base. Select Knowledge in the left sidebar, then select Documents. See Upload a file.

Check the size of your file. The Files screen accepts a file up to 50 MB. KonversAI refuses a larger file with the message File size exceeds the maximum allowed size of 50 MB.

Check the type of your file. The Files screen accepts JPEG, PNG, GIF, WebP, SVG, PDF, plain text, CSV, Word, Excel and PowerPoint files. KonversAI refuses another type with the message File type ‘’ is not allowed. KonversAI also reads the first bytes of the file, and refuses a file whose content does not match its name with the message File content does not match the declared type ‘’.

Steps

Upload a file

1. Select Settings in the left sidebar of the KonversAI console, then select Files. The screen opens with the heading Files.
2. Go to the Upload file card.
3. Select Choose a file to upload, then pick the file. You can also drag the file onto the card. The card shows or drag and drop here.
4. Wait for the upload. The card shows Uploading… while KonversAI stores the file.
5. Find the new file in the All files card below. The card for each file shows the name, the size, the upload date, and the person who uploaded it.

Every new file starts as private. Its card shows the badge Private.

Make a file public

1. Select Settings in the left sidebar of the KonversAI console, then select Files.
2. Find the file in the All files card.
3. Select Make public on the file card. The badge changes from Private to Public.
4. Select Open on the file card to see the file in a new browser tab.

A public file has an address that works with no sign-in, in the form /api/attachments/public/<id>/. Anybody who has that address can download the file. Only make a file public when the public must read it, such as a logo in the chat widget or a header image in an outbound email. Select Make private to take the public address away again.

Find a file in a long list

1. Select Settings in the left sidebar of the KonversAI console, then select Files.
2. Go to the All files card and type in the search box. The box shows the placeholder Search by filename…
3. Read the results. KonversAI matches the text against the file name only, and it ignores capital letters. KonversAI does not search inside the file.
4. Clear the box to see every file again. The newest file is first.

Delete a file

1. Select Settings in the left sidebar of the KonversAI console, then select Files.
2. Find the file in the All files card.
3. Select Delete on the file card.
4. Read the question. The console asks Delete “”? This cannot be undone.
5. Select OK. KonversAI removes the record and the stored file. A public address for that file stops working at once, so any widget or email that used the file shows a broken image.

FAQ

Is the Files screen the same as the knowledge base?

No. Files is a screen under Settings in the left sidebar of the KonversAI console, and it holds assets such as a logo, an icon or an attachment. KonversAI does not read the content of these files, so the assistant never answers a customer from them. The knowledge base is a different place. Select Knowledge in the left sidebar, then select Documents, to add a document that the assistant must answer from. See Upload a file for the knowledge base steps, and Connect a website to add pages from a site.

What is the difference between a public file and a private file?

Both live on the Files screen under Settings in the left sidebar of the KonversAI console. A private file needs a sign-in. Only a person who is signed in to your tenant, and who has the View tenant settings permission, can open it. A public file needs no sign-in. It has an address in the form /api/attachments/public/<id>/ that anybody on the internet can open. The card shows the badge Private or Public. Select Make public or Make private to change it. Make a file public only when the customer’s browser must load it, such as a logo in the chat widget.

Where can I use a public file?

In the chat widget and in outbound email. The Files screen under Settings in the left sidebar of the KonversAI console says so on the screen: Upload and manage tenant files. Public files can be used in widgets and outbound emails without sign-in. The widget uses public files for the launcher icon, the header icon and the proactive bubble icon. An email uses them for branding images. The customer’s browser loads the file with no sign-in, so the file must be public for the image to appear.

I picked an image as a widget icon. Did it become public?

Yes. KonversAI marks an image public by itself when you choose it as an icon for the chat widget or for email. The badge on the Files screen under Settings in the left sidebar of the KonversAI console changes to Public. This is on purpose. The customer’s browser loads the widget icon with no sign-in, so a private file would show as a broken image. Select Make private only when you first remove the image from the widget and from email.

Why can I not upload my file?

The Files screen under Settings in the left sidebar of the KonversAI console refuses a file for one of three reasons. File size exceeds the maximum allowed size of 50 MB. means the file is too large; make it smaller and upload it again. File type ‘’ is not allowed. means the type is not on the list; the screen accepts JPEG, PNG, GIF, WebP, SVG, PDF, plain text, CSV, Word, Excel and PowerPoint. File content does not match the declared type ‘’. means the file name says one type and the content is another; save the file again in the correct format.

I uploaded an SVG and the list shows a PNG. Why?

KonversAI changes an SVG file into a PNG file during the upload on the Files screen under Settings in the left sidebar of the KonversAI console. An SVG can hold script, so KonversAI does not serve it to a customer’s browser. Use the PNG in the widget and in email. When the conversion fails, KonversAI shows the message Failed to process SVG file. Export the artwork as a PNG yourself, then upload the PNG.

Can I get a file back after I delete it?

No. Delete on the Files screen under Settings in the left sidebar of the KonversAI console removes the record and the stored file together. The console warns you first with the question Delete “”? This cannot be undone. Upload the file again to restore it. The new file gets a new address, so update every widget setting and every email that pointed at the old file.

The list says “No files uploaded yet.” but I uploaded a file. What happened?

No files uploaded yet. on the Files screen under Settings in the left sidebar of the KonversAI console means the list is empty for your search and your tenant. Clear the search box that shows Search by filename… first, because KonversAI filters the list by file name as you type. Then check the tenant name at the top of the console, because files belong to one tenant only. A file you uploaded in another tenant never appears here.