Prompts / Article
Manage file stores and reference documents
Upload documents, attach searchable knowledge, and understand changes to shared stores.
Create a searchable source
File stores hold documents that a prompt can search through its file-search tool. They belong to the OpenAI project accessible with the selected credential. Choose the correct workspace and OpenAI connection before creating or selecting a store. Ask a workspace administrator if management controls are unavailable.
- Open File stores, select the OpenAI credential, and create a store with a recognizable name or open an existing store.
- Upload a PDF, TXT, Markdown (.md), DOCX, JSON, or HTML file. Each file must be 4 MB or smaller. Uploading a file does not mean processing has finished.
- Use Refresh and wait for Ready. Processing, failed, and cancelled files are not a successful readiness check. If processing fails, remove the file and upload a corrected copy again.
- In the prompt's tool settings, configure file search and select the intended store. Test a question that requires a fact from your document, then save and publish the prompt settings when ready. Check the automation uses the intended prompt and accessible OpenAI credential.
Keep documents accurate
Use readable, current content with clear headings. Verify the actual answer in the tester; an uploaded document is not a guarantee that every answer uses its contents. If the store cannot be found, check the selected OpenAI project, permissions, and whether the store expired. A rate-limit error may need a later retry.
Removing a file makes it unsearchable in that store and affects prompts already using the store. It does not delete the underlying OpenAI file. Changes to shared store contents can affect live answers without publishing a new prompt version.
Delete safely
Review Used by before deletion. Current draft, published prompt, automation, or queued/unfinished run references can block deletion; historical references are shown for context. Remove current references and resolve unfinished use before trying again. Disabling an automation alone is not a promise that its references disappear.
Deleting the store is permanent, but does not delete its underlying OpenAI files. SiloBox cannot detect uses outside this workspace. Confirm the impact on other integrations before deleting.