Upload and manage documents
Use Documents to add source material that Aethera can reference across chat, projects, and writing workflows.
The Documents page has two spaces:
Your Documents
In a personal workspace, uploaded files are available across your own Aethera workspace.
Private Documents
In an organization, private documents are available only to you.
Shared Documents
Organization shared documents are available to the whole organization. Only administrators and data managers can upload or manage shared documents.
Supported sources
Section titled “Supported sources”| Source | Supported input | Notes |
|---|---|---|
| Files | PDF, Word, Excel, PowerPoint, Text, Markdown, CSV, JPEG, PNG | The upload dialog accepts .pdf, .doc, .docx, .xls, .xlsx, .ppt, .pptx, .txt, .md, .csv, .jpg, .jpeg, and .png. |
| URL | A public http:// or https:// URL | Aethera fetches the page title automatically. Document URLs with supported file extensions are imported as files. |
| YouTube | Regular YouTube watch/embed links | YouTube Shorts are not supported. |
Upload files
Section titled “Upload files”Open Documents
Section titled “Open Documents”Choose Documents from the sidebar.
Choose the right space
Section titled “Choose the right space”In a personal workspace, click Upload Document under Your Documents. In an organization, choose Private Documents for your own files or Shared Documents for organization-wide files.
Select or drop files
Section titled “Select or drop files”Use the Files tab. Click the drop zone or drag files into it.
Wait for upload and processing
Section titled “Wait for upload and processing”Aethera closes the dialog and shows an upload status box. Files move through uploading, processing, completed, or error states.
File uploads use resumable uploads with 6MB chunks. If the connection drops, the uploader can resume a previous upload attempt.
Import a URL
Section titled “Import a URL”Open the URL tab
Section titled “Open the URL tab”Click Upload Document, then choose URL.
Paste the page URL
Section titled “Paste the page URL”Enter a valid http:// or https:// URL. Aethera fetches the page title automatically.
Optional: enable Deep Scan
Section titled “Optional: enable Deep Scan”Deep Scan attempts to navigate the site from the starting URL and extract more linked pages. The UI warns that this can take 2-3 minutes.
Process the URL
Section titled “Process the URL”Click Process URL. The imported URL is added as a pending document while processing starts.
If the URL points directly to a supported file extension, Aethera imports the remote file instead of treating it as a web page.
Import a YouTube video
Section titled “Import a YouTube video”Open the YouTube tab
Section titled “Open the YouTube tab”Click Upload Document, then choose Youtube.
Paste a supported YouTube URL
Section titled “Paste a supported YouTube URL”Use a normal YouTube watch, embed, or youtu.be URL. Shorts are rejected.
Process the video
Section titled “Process the video”Aethera fetches the title and creates a pending YouTube document for processing.
Limits and costs
Section titled “Limits and costs”| Limit or behavior | Current behavior |
|---|---|
| File upload size shown in UI | Max 100MB |
| Chat attachment limit | Paid users can attach up to 20 files, 25MB each, 100MB combined per prompt. Free users are limited to one 5MB attachment. |
| Upload credit check | Aethera checks for at least the minimum required credits before file upload starts. |
| Upload cost guidance | The upload dialog shows small document = 1 credit, medium = 2 credits, large = 3 credits. |
| Delete behavior | Deleting a document does not restore document quota or credits. |
Processing states
Section titled “Processing states”After an upload, Aethera inserts the document as pending, starts ingestion, and updates the document row in real time. The page ignores stale transitions that would move a fully processed document back to pending.
You may see:
- Uploading while the file transfers
- Processing… after transfer finishes and ingestion starts
- Complete when the upload status box finishes
- Failed with an error message if upload or processing fails
- document status updates in the table as processing continues
Manage documents
Section titled “Manage documents”From the document table, you can rename, delete, and batch-delete documents. On mobile, the table shows a reduced set of columns so the important title/status information stays readable.
Troubleshooting
Section titled “Troubleshooting”Invalid file type
Section titled “Invalid file type”The upload dialog rejects unsupported extensions and lists the invalid file names. Convert the file to PDF, Word, Excel, PowerPoint, Text, Markdown, CSV, JPEG, or PNG and try again.
Invalid URL
Section titled “Invalid URL”Check that the URL starts with http:// or https:// and is publicly reachable. If the URL is a document link, make sure its extension is supported.
Invalid YouTube URL
Section titled “Invalid YouTube URL”Use a normal YouTube video URL. Shorts are not supported.
Not enough credits
Section titled “Not enough credits”Open Settings → Usage to check your current daily and monthly balance. Uploading is blocked when Aethera cannot reserve the minimum required credits.
Upload failed
Section titled “Upload failed”Try the upload again. Because file uploads are resumable, Aethera may be able to continue from a previous attempt. If the same file fails repeatedly, reduce the file size or export it to PDF.
Before uploading to an organization
- Confirm whether the document should be private or shared.
- Make sure you have administrator or data manager access for shared uploads.
- Avoid uploading confidential personal files into Shared Documents.
- Wait for processing before relying on the source in chat.