Library
Processing states
Distinguish stored files, active AI processing, retry states, and searchable results.
After a Library upload finishes, eligible files are prepared separately for AI search. A stored file and searchable file knowledge are different results.
Which files can be prepared
Supported preparation formats include PDF, DOCX, PPTX, XLSX, CSV, JSON, YAML, Markdown, plain text, JPEG, PNG, and WebP. Eligibility depends on the file type supplied with the upload and the workspace's available services. Merely changing a filename extension does not convert the file.
Other files may remain stored for download without an AI processing status. Finding a filename through Search Library also does not prove that its contents have been indexed.
Read active progress
| Status | What is happening |
|---|---|
| Waiting for a processor | Work is queued for a processor. |
| Recovering interrupted processing | CareMap is resuming interrupted work. |
| Retry scheduled | Another processing attempt is scheduled. |
| Preparing pages / Reading document | CareMap is preparing or reading the source. |
| Splitting into searchable sections | Read content is being divided for search. |
| Creating search vectors | Search representations are being prepared. |
| Publishing search index / Finalizing | CareMap is publishing and finishing the result. |
Vector preparation can show completed sections and a percentage. Large jobs can continue in several passes, preserving completed work between them. A return to a waiting state does not by itself mean failure or a restart from zero.
The progress bar estimates stages, not remaining time. Once the file transfer has completed, processing runs on the server; you can leave the Library view and check later. Refresh if the displayed state seems stale.
Read terminal states
- Ready for AI search: preparation succeeded. Agent use still depends on access and available knowledge features; this is not a guarantee that every question will cite the file.
- Processing failed: preparation could not finish.
- Not enough storage to process file: processing could not fit the required stored result.
- Processing recovery timed out: interrupted work exceeded its recovery allowance.
- Processing canceled: that job stopped.
- Needs reprocessing: prepared knowledge is stale.
A failed or stale search preparation does not necessarily prevent downloading the stored original.
Inspect a failure
Open the file actions menu and choose Processing Error. The dialog shows the explanation, failed step, attempts when available, last updated time, and any processor report or technical code.
An eligible failure can offer Retry AI indexing to someone who can manage the file. Password protection, unsupported formats, missing originals, and permission limits can prevent that action. See Troubleshoot processing before uploading a second copy.