Introduction
Getting your documents into RecordsKeeper.AI is just the beginning of your document management journey. But have you ever wondered what happens after you hit "upload" or connect your cloud storage? Understanding the different ways you can add documents to the system and what those status updates actually mean can save you time and help you troubleshoot when things don't go as expected.
Whether you're uploading a single file from your computer or syncing thousands of documents from Google Drive, RecordsKeeper.AI processes each document through several stages. This guide will walk you through everything you need to know about getting documents into the system and what to expect along the way.
Document Ingestion Methods
RecordsKeeper.AI offers several flexible ways to get your documents into the system, depending on your needs and workflow preferences.
1. Local Upload
This is probably the most straightforward method - simply upload files directly from your device.
What it includes:
Files from your computer or laptop
Documents from external hard drives
Files from USB drives or other local storage devices
Best for: Individual files, one-time uploads, or when you have documents stored locally that aren't in cloud storage.
2. Cloud Storage Integration
Connect your existing cloud storage accounts to automatically sync documents.
Supported platforms:
Google Drive
Microsoft OneDrive
Dropbox
Amazon S3
Microsoft Azure
Google Cloud Storage
Best for: Organizations with documents already stored in cloud platforms, ongoing document sync, or when you want automatic updates when files change in your cloud storage.
3. Email File Requests
RecordsKeeper.AI can ingest documents direct when shared over email upon sending file request.
How it works:
Raise a file request from RecordsKeeper.AI dashboard
Share this email with team members, clients, or vendors
Documents uploaded are automatically ingested
Best for: Collecting documents from external parties, client submissions, or when you need others to contribute documents without giving them direct system access.
4. Bulk Upload via ZIP
Upload multiple documents at once by packaging them in a ZIP file.
What it supports:
Multiple file types in a single ZIP
Organized folder structures within the ZIP
Large document collections
Best for: Migrating from other systems, uploading archived documents, or when you need to maintain specific folder structures.
Cloud Storage Connection Statuses
When you connect cloud storage to RecordsKeeper.AI, your connection goes through several stages. Here's what each status means and what you can expect:
Cloud Storage Connected
This is your starting point - you've successfully linked your cloud storage account to RecordsKeeper.AI. The system is ready to begin processing documents from your connected storage.
What this means: Authentication successful, connection established
What happens next: The system begins scanning your cloud storage for documents
Processing
This is where the magic happens. RecordsKeeper.AI is actively working through your cloud storage, discovering and processing documents.
What's happening behind the scenes:
Scanning folders and subfolders
Identifying new or changed documents
Beginning the ingestion process for discovered files
Applying your configured settings and filters
What you might notice: File counts increasing in your dashboard as documents are discovered and processed
Processing Paused
Sometimes processing needs to take a break, and that's completely normal.
Common reasons for pausing:
File processing limits reached: Your plan has daily/monthly processing limits to ensure system performance
Storage limits hit: You've reached your allocated storage space
Temporary system maintenance: Brief pauses for system optimization
What you can do:
Check your current usage against your plan limits
Upgrade your plan if you need higher limits
Wait for limits to reset (usually daily or monthly)
Contact support if the pause seems unexpected
Processing Resumed
Good news! Processing is back on track.
This happens when:
You hit the resync button to manually restart
Limits have reset (new day/month)
System maintenance is complete
You've upgraded your plan or freed up storage space
Processed
Success! All discoverable documents from your cloud storage have been successfully ingested into RecordsKeeper.AI.
What this means:
All files have been scanned and processed
Documents are now searchable and accessible in your RecordsKeeper.AI account
The system will continue monitoring for new or changed files
Error: Source Not Reachable
Something went wrong with accessing your cloud storage, but don't worry – this is usually fixable.
Common causes:
Cloud storage account password changed
Permissions revoked or expired
Temporary connectivity issues with the cloud provider
Cloud storage account suspended or deleted
How to fix it:
Try disconnecting and reconnecting your cloud storage
Verify your cloud storage account is active and accessible
Check if you've changed passwords recently
Ensure RecordsKeeper.AI still has permission to access your files
Real-Time File Processing Statuses
Once documents enter the RecordsKeeper.AI system (regardless of ingestion method), each file goes through several processing stages. Here's what each status means:
1. Available
This shows the total number of files RecordsKeeper.AI can see in your connected storage.
What you'll see:
A number representing all discoverable files in your connected storage
A dash (–) if your storage provider doesn't support automatic file counting
What this means: This is the complete inventory of files in your connected storage, regardless of whether they can be processed by RecordsKeeper.AI or not. Think of it as the "everything we found" count.
2. Skipped
This tells you how many files RecordsKeeper.AI found but decided not to process.
Files get skipped for several reasons:
Unsupported file types: Files like executables (.exe), system files, or proprietary formats that RecordsKeeper.AI can't read
Filter settings: Files excluded by your custom filters (file type restrictions, regex patterns, or folder exclusions you set up)
Size restrictions: Files that are too large for your plan
Hidden or system files: Files that are typically not meant for document management
What this means: These aren't errors – they're intentional exclusions based on either technical limitations or your preferences. This helps keep your RecordsKeeper.AI workspace clean and focused on relevant documents.
3. Qualified
This shows how many files passed all the tests and are eligible for processing.
What makes a file "qualified":
Supported file format (PDF, Word, Excel, PowerPoint, text files, etc.)
Meets your configured filter criteria
Within size limits for your plan
Accessible and not corrupted
What this means: These are the files that RecordsKeeper.AI will actually process and make searchable in your account. This is your "green light" count - files that are ready to become part of your intelligent document system.
The math: Available files minus Skipped files should roughly equal your Qualified files (some variance is normal due to access permissions or temporary issues).
4. Synced
This is your success counter - files that have been fully processed and are now available in RecordsKeeper.AI.
What "synced" means:
File has been successfully downloaded from your cloud storage
Content has been extracted and analyzed
Document is now searchable in your RecordsKeeper.AI account
All AI features are available for this document
What you can do with synced files:
Search using natural language queries
Extract information using AI
Include in automated workflows
Access through the RecordsKeeper.AI interface
Tracking progress: Watch this number grow as processing continues. When "Synced" equals "Qualified," all eligible files from that storage source have been successfully processed.
Understanding the Numbers
Perfect scenario: Available → some Skipped (normal) → Qualified → all become Synced
What to watch for:
High skip rate: Review your filters if too many files are being skipped
Qualified but not synced: Processing may be in progress or paused
Synced less than qualified: Some files may have failed processing (check the failed status for details)
These counters update in real-time, so you can monitor progress as RecordsKeeper.AI works through your storage. They're particularly helpful for understanding how your filter settings are working and ensuring you're getting the documents you expect in your system.
5. Queued
Your document is in line waiting to be processed – think of it like a queue at your favorite coffee shop.
What this means:
The file has been successfully received
It's waiting for processing resources to become available
Higher priority or smaller files might be processed first
Typical wait time: Usually just a few minutes, but can be longer during peak usage times
What you should do: Nothing! Just be patient. The system is working through the queue efficiently.
6. Processed
Congratulations! Your document is now fully integrated into RecordsKeeper.AI.
What you can now do:
Search for the document using keywords or natural language
View and download the document
Use AI features to analyze or extract information
Include it in reports or workflows
7. Failed
Sometimes things don't go according to plan, but failed status helps you understand what went wrong.
This can happen at any stage when:
Storage limits exceeded: You've hit your plan's storage capacity
File processing limits breached: Too many files processed in your billing period
Cloud sync issues: Problems accessing the original file in cloud storage
File corruption: The original file is damaged or corrupted
Unsupported format: File type isn't supported by RecordsKeeper.AI
Security restrictions: File contains content that violates security policies
What you can do:
Check error details in the dashboard for specific reasons
Verify the original file isn't corrupted
Ensure file format is supported
Check your current usage against plan limits
Try re-uploading or re-syncing the file
Contact support for persistent issues
Understanding Processing Times
Processing times can vary based on several factors:
File size and complexity: Larger documents or those with complex formatting take longer
Current system load: Peak usage times may result in longer queues
Document type: Some formats require more processing power than others
Your plan tier: Higher-tier plans often get priority processing
What to Do When Things Go Wrong
If a document stays in "Queued" for too long:
Check system status for any known issues
Verify your internet connection
Try refreshing your dashboard
If processing seems stuck:
Wait at least a few minutes before taking action
Check if you've hit any plan limits
Try disconnecting and reconnecting cloud storage sources
If you see frequent "Failed" statuses:
Review the specific error messages
Check your remaining storage and processing capacity
Verify file formats are supported
Consider reaching out to support with specific file examples
Remember, RecordsKeeper.AI is designed to handle hiccups gracefully. Most issues resolve themselves, but understanding these statuses helps you know when to take action and when to simply wait for the system to work its magic.