Document processing status

After you upload a document, Zahen processes it automatically before it becomes searchable. You can track progress in the document list under Administration → Document Upload.

Processing stages

Status	What’s happening
Pending	The file has been received and is queued for processing.
Parsing	Zahen is reading the file and extracting its text content.
Embedding	The extracted text is being split into chunks and converted into searchable vectors.
Ready	Processing is complete. The document is now searchable and can be cited in answers.
Failed	Something went wrong. The document is not available to the assistant.

You don’t need to wait for processing to finish — the stages typically complete within a minute or two for most documents, depending on file size.

Screenshot

The document list showing status badges for pending, parsing, embedding, ready, and failed states — added in a later docs update.

When a document shows “failed”

A failed document is not searchable and will not appear in any answers. The most common causes are:

• Image-only PDF — a scanned document where the pages are images with no extractable text. Zahen needs selectable text to work with.
• Corrupt or incomplete file — the file was damaged before or during upload.
• Unsupported format — a file extension mismatch or a format not in the supported list.

To resolve a failure:

1. Open the original file on your computer and check that you can select and copy text from it.
2. If it’s a scanned PDF, run it through an OCR tool to produce a text-layer version, then save as PDF or export as DOCX.
3. If the file appears intact and in a supported format, try re-saving it from its source application.
4. Re-upload the corrected file.

Tip

If a document keeps failing after you’ve checked the above, contact your platform administrator or raise a ticket. Include the document title and file format so they can investigate.

Removing or replacing a document

If a policy is outdated or incorrect, remove it (or replace it with an updated version) promptly. The assistant will continue citing any document that has “ready” status until it is removed — there is no automatic expiry. See Writing documents that answer well for more on keeping the knowledge base current.