7.1Getting started: adding documents

Bmator processes your business files, extracts their contents, and makes them available for search and analysis. You can upload individual files, entire folders, or compressed archives into your workspace.

Adding files to your library

When you navigate to the Library, you can add files to whichever folder is currently open.

1. Open the Library.
2. Choose one of the following methods to add files:
   • Click the Upload button and select the files you want to add.
   • Drag files, or an entire folder, directly onto the page.

Files uploaded this way are placed directly into the folder you are currently viewing. If you attempt to upload an identical file into the same folder twice, Bmator skips the duplicate upload automatically.

Exploring with sample data

If you are a new user and your Library is empty, you can inspect how documents work before uploading your own:

1. Select Try with sample data.
2. Bmator opens the Sample documents page, showing converted business papers for a fictional bakery.

These sample files are read-only and shared by everyone who opens them. They are never added to your Library, and they do not appear in your search results or Ask Bmator queries. To exit and clear these files from view, select Remove the sample data.

Supported formats

Bmator reads 47 document formats, converting text and visual data for search and citation:

• PDF documents
• Word processing documents: .docx, .doc, .rtf, and .odt
• Spreadsheets: .xlsx, .xlsm, .xls, .ods, .csv, and .tsv
• Presentations: .pptx, .ppt, and .odp
• Markdown files
• Images read by AI: .png, .jpg, .webp, .tiff, .bmp, .heic, .gif, and others
• Plain-text files: JSON, HTML, XML, YAML, logs, subtitles, and source code

Any file of another type is still accepted as long as it contains plain text.

Compressed archives

Bmator accepts archives in .zip, .tar, .tar.gz, .tgz, and .7z formats. RAR archives are not supported.

Archives are retained as a single compressed file and are never unpacked into separate folders. Bmator reads the archive contents, lists the enclosed items, and treats each readable file as its own searchable document. If an archive contains more than 25 files, its contents are listed immediately, but individual files within it are converted only when you request it.

File size and storage allowances

The maximum size of any individual file you upload depends on your plan. The free plan allows files up to 10 MB, while paid plans allow larger files. If a file exceeds your limit, an onscreen message notifies you.

Your plan also includes an overall storage allowance for your library:

• Free plans include 100 MB of storage, while paid plans provide more. On per-seat plans, the storage allowance applies per seat.
• Total storage is shared across every workspace billing to the same account.
• Files created automatically by Bmator—such as task results, exports, email attachments, and syncs—count against your storage limit.
• Plans never limit the number of people you can invite or share with.

When your library reaches its storage limit, Bmator does not delete or hide any of your files. Further uploads are blocked until you delete unneeded files or upgrade your subscription. When an upload is blocked, a message informs you of your current usage, the total storage allowed by your plan, and the plans that offer higher capacity.

Document conversion and statuses

Once added, each document is converted to plain text, segmented, and indexed so that search tools and Ask Bmator can read and cite its contents. Converting most file formats consumes a small amount of AI credit. If your workspace credit balance reaches zero, automatic document conversion stops until additional credits are added.

You can track the processing state of every file across all folders by opening the All documents page. Each file displays one of three states:

• Ready: The document is converted, indexed, and available for use.
• Converting…: The file is actively undergoing text extraction and processing.
• Failed: The document could not be converted.

You can filter the All documents page to identify items that did not process successfully and trigger conversion again in bulk.