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.

Required Fields

Before submitting an upload, ensure the following fields are completed:

• File selection — At least one file must be selected.
• Source category — Identifies the originating organization (e.g., KU, HCA).
• Access level — Choose Public, Internal, or Private (see Access Levels).

Optional Metadata

Additional metadata improves discoverability but is not required:

• Title — A human-readable name for the document.
• Source name — The specific program, department, or project within the source organization.
• Description — A brief summary of document contents.
• Document date — The date the document was originally created (YYYY-MM-DD format).

Manual Tags

Tags help organize and filter documents. You can apply existing tags during upload or create new ones:

• Select from the available tag list before uploading.
• Type a new tag name in the tag input field and press Enter.
• Multiple tags can be applied to a single upload.
• Tags are organized by category (e.g., org:, type:, topic:).

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 currently supports: PDF, DOCX, and TXT files.

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 100 MB. Reduce or split larger files.
• Unsupported file type — The file extension is not recognized. Rename the file or contact support.
• Missing required field — Source category and access level must be selected before uploading.
• Network timeout — Large files may take time. Check your connection and try again.