Who Can Upload

Uploaded documents are the foundation of the Collaboration Hub archive. The following roles can upload files:

• Basic users — Can upload files and assign manual tags.
• Managers — Can upload files, edit metadata, and approve documents.
• Admins — Full access including publishing and deletion.

Upload Steps

The upload page is a four-step wizard:

• 1. Batch details — Metadata that applies to every file in the upload.
• 2. Add files — Drag files into the box or browse from your computer.
• 3. Tagging — Choose approved tags, add new tags, and decide whether to run Auto-Tag.
• 4. Review batch — Confirm the batch before uploading.

Required Fields

Fields marked with * in step 1 must be completed before submitting. If a required field does not apply, explicitly select or type N/A:

• Title * — A human-readable name for the document.
• Organization * — Your originating organization (e.g., KU, HCA), loaded from your account.
• Document Type * — For example Raw, Report, Data, Map, Presentation, Policy, or Other.
• Project * — The project the document belongs to, loaded for your organization.
• Location * — Where the work was done (e.g., Blue River, Kansas City).

At least one file must be added in step 2. Visibility is always set — it defaults to Private; choose Internal or Public deliberately (see Access Levels).

Optional Metadata

Additional metadata improves discoverability but is not required:

• Project Area — An optional area or workstream within the project.
• Document Date — The date the document was originally created, not the upload date.
• Description — A brief summary of the document's contents.
• Sensitive document — A checkbox for sensitive material. Sensitive documents cannot be published as public.

Manual Tags

Tags help organize and filter documents. In step 3 you can apply approved tags or create new ones:

• Search the approved tag list and select the tags that apply to the batch.
• Type new tags (comma-separated) in the "New tags" field and press Add.
• Multiple tags can be applied to a single upload; batch tags apply to every file in the batch.
• Tags are organized by category: topic, document_type, organization, project, and location.

Auto-Tag and OCR

The Collaboration Hub can automatically suggest tags based on document content:

• Auto-Tag — Extracts text from the uploaded file and matches it against existing tag phrases.
• OCR — For scanned PDFs or image files, optical character recognition extracts text before tag matching.
• Auto-tag suggestions appear after upload. Review and accept or decline them.
• If auto-tag fails, your manually selected tags are still preserved.

Auto-Tag analyzes files with extractable text: PDF, DOCX, TXT, CSV, XLSX, PPTX, HTML, XML, JSON, Markdown, KML, and common images. ZIP, RAR, legacy DOC, and legacy PPT files are stored without content analysis.

Batch Uploads

You can upload multiple files at once:

• Select multiple files using the file picker or drag-and-drop area.
• All files in a single batch share the same metadata and tags.
• A summary shows total files uploaded, failed uploads, and auto-tag results.
• Failed file names are displayed after the batch completes.

Supported File Types

Common Upload Errors

• File too large — Each file may be up to 1 GB. Reduce or split larger files.
• Unsupported file type — The file extension is not recognized. Rename the file or contact support.
• Missing required field — Title, Organization, Document Type, Project, and Location must all be completed (or explicitly set to N/A) before uploading.
• Network timeout — Large files may take time. Check your connection and try again.