Processing states

After a file finishes uploading to Library, CareMap may still need time to prepare it for AI search. Processing reads the document, prepares pages, creates searchable sections, and publishes the search index used when CareMap answers questions from file knowledge.

Processing is separate from the upload itself. A file can appear in Library before it is fully ready for AI search, and you can usually keep working while CareMap finishes in the background.

Upload states are first

When you add a file, Library may show upload progress before processing begins:

• Preparing upload means CareMap is getting ready to receive the file.
• Uploading means the file is still being transferred.
• Uploading through server means CareMap is relaying the file through the app server.
• Upload complete means the file transfer finished.

Once the upload is complete, Library switches from upload progress to processing progress when the file has an AI search preparation status.

Active processing states

Active processing states mean CareMap is still working. Do not upload duplicate copies just because one of these states is visible.

• Waiting for a processor means the file is queued until a worker can pick it up.
• Recovering interrupted processing means CareMap found a job that stopped partway through and is trying to continue it.
• Retry scheduled means CareMap could not finish a recent attempt and has scheduled another one.
• Preparing pages, Reading document, Splitting into searchable sections, Creating search vectors, Publishing search index, and Finalizing describe the current processing step.

When the file is creating search vectors, Library may show how many sections have been completed. The progress bar is an estimate, so it can pause on a step while larger or more complex documents are prepared.

Ready for AI search

Ready for AI search means processing finished successfully. CareMap can use the prepared file knowledge when AI search or Agent features are allowed for your workspace and account.

The normal Library actions for the file still depend on your access. If you have permission, you may be able to download, rename, delete, favorite, or publish the file whether or not the AI search preparation is visible.

States that need attention

Some states mean the file is not currently ready for AI search:

• Processing failed means CareMap could not finish preparing the file.
• Processing recovery timed out means CareMap could not resume an interrupted job before the recovery deadline.
• Processing canceled means the preparation job stopped before completion.
• Needs reprocessing means CareMap considers the prepared search data stale and the file should be processed again before relying on AI search.

For Processing failed, open the file actions menu and choose Processing Error. The dialog can show what went wrong, the failed step, attempts, last updated time, a processor report, and a technical code. Use that information to decide whether to upload a cleaner copy, remove password protection, export the document as a standard PDF, simplify a large file, or ask an administrator to review processor availability.

If the file can still be downloaded, downloading retrieves the Library file; it does not mean AI search preparation succeeded.

What to do next

If a file has been active for longer than expected, refresh Library and check the status again. For repeated failures, record the workspace, file name, file type, approximate file size, visible status, and the Processing Error details, then share those with an administrator or CareMap support through an approved channel.

Do not send private care information, downloaded files, temporary links, or processor reports through an unapproved support channel.