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Managing documents

The document library lets you give the AI access to your institution's files — policies, handbooks, reference sheets — without embedding them in individual gem prompts.

Uploading a document

  1. Open the Documents tab in the admin panel.
  2. Select a destination folder (or create a new one).
  3. Click Upload and choose a file.

Supported formats include PDF, Word (.docx), plain text, and most common office formats. Trove converts uploaded files to plain text internally using Markitdown. The original file is kept alongside the converted version.

After upload, the AI automatically generates a one-line description of the document. This description is shown in the admin panel and used when the AI decides which documents to look up.

Folders

Documents are organised into folders. Folders are the unit of access control: when you create a gem, you grant access to entire folders or to individual documents within them.

To create a folder, type a name in the New folder field and press Enter (or the add button).

To rename a folder or document, click its name in the admin panel.

How the AI uses documents

When a gem has document access, Trove gives the AI a summary of all accessible documents before it starts. The AI can then request the full text of any document it judges relevant. There is no vector search — the AI reasons from the summaries and fetches full content on demand.

This means: - Short, well-named documents with good descriptions are easier for the AI to find and use. - Very large documents may be truncated to fit within the model's context window. - The AI will not always use documents — it uses them only when they seem relevant to the user's request.

Downloading documents

You can download individual documents or entire folders directly from the Documents tab.

  • Folder — click the download icon (↓) next to a folder name to receive a ZIP archive containing the converted Markdown version of every document in that folder.
  • Document — click the download icon next to a document name to receive its converted Markdown file (.md).

These downloads contain the plain-text version of each file as Trove sees it, not the original uploaded file.

Removing a document

Click the Delete button next to a document in the admin panel. The file and its metadata are permanently deleted.