Files you can upload
Check which files you can upload, how much of each Ysra reads, what a note on a file means, and why a file can be refused.
On this page
A workspace file is a document, spreadsheet or image you upload to Library → Files, or attach to a question. Ysra reads it so that Ask, Learn and Code can search inside it. This page is a reference: what you can upload, how much of each file is read, and what the messages on a file mean. For uploading and finding files, see Files.
When a file is accepted, everything Ysra could read in it is searchable. When only part of it could be read, the file is kept and a note says what was left out. Reading a file never costs credits.
What you can upload#
| Kind | Files |
|---|---|
| Documents | PDF, Word (.docx), RTF, Markdown, plain text, HTML |
| Slides | PowerPoint (.pptx) |
| Data | Excel (.xlsx), CSV, TSV, JSON |
| Images | PNG, JPEG, WebP, GIF |
| Not accepted | Older Office files (.doc, .xls, .ppt): save in the newer format and upload that copy. Videos: upload a still image or a document instead |
In a Word file, Ysra also reads comments and tracked changes (shown as proposed, not as accepted text) and what the pictures in it show.
Limits#
| What | The most Ysra reads | Over the limit |
|---|---|---|
| One file | 100 MB | Not accepted: "The most one file can be is 100 MB; split it and upload the parts." |
| Pages in one PDF | 2,000 | Accepted; the first 2,000 are read |
| Scanned pages in one PDF | 300 | Accepted; the first 300 scanned pages are read |
| Charts and pictures in one PDF | Described on up to 300 pages | Accepted; the rest aren't described |
| Spreadsheet rows | 200,000 a file | Accepted; the first 200,000 are read |
| Scanned pages and pictures read | 3,000 a day per person, across all uploads | Accepted; the rest wait. Pages with text of their own are still read |
To have the rest of a file read, split it and upload the parts. When the day's scans are used up, upload the file again the next day.
Scans, photos and charts#
| What is on the page | How it is read |
|---|---|
| Text of its own | Read as it is, quickly |
| A scanned page, with no text in it | Read from the picture of the page |
| A photo of a document uploaded as an image | Read from the picture |
| A chart, drawing or picture | Described in words, so a question can find what it shows |
A Code thread also looks at the image itself.
Notes on a file#
| Note or message | Means | What to do |
|---|---|---|
| "report.doc is in an older Office format. Save it as .docx and upload that." | Old Office format, refused | Save in the newer format and upload |
| "Read the first 2,000 of 2,600 pages." | Over the page limit | Split the file |
| "500 pages are scans; the first 300 were read. Split the file to have the rest read." | Over the scanned-page limit | Split the file |
| "This file has 250,000 rows; the first 200,000 were read." | Over the row limit | Split the file |
| "Today’s allowance for reading scanned pages and pictures is used up, so 40 pages in this file were not read. Upload it again tomorrow to have them read." | Daily scan allowance used up | Upload it again tomorrow |
| "2 scanned pages couldn’t be read." | Some pages couldn't be made out | Upload a clearer scan of those pages |
| "This PDF has no text that could be read: its pages are empty or couldn’t be made out." | Nothing readable; the file fails | Upload a clearer or text-based copy |
The note shows under the file's name and in its details.
When a file is refused#
Every upload is checked before Ysra uses it, including the pictures inside documents and slides. A file that fails a check isn't added, and you see one of these messages:
| Message | What to do |
|---|---|
| “This file can't be used here: a picture in it goes against Ysra's acceptable use policy.” | Remove the picture and upload the file again. See Acceptable use. |
| “We couldn't check this file safely, so it wasn't added. Try a smaller or unencrypted file.” | Remove the password or encryption, or split the file, and upload it again. |
| “Videos can't be uploaded here. Upload a still image (PNG, JPEG, WebP or GIF) or a document instead.” | Upload a still image or a document. |
| “The most one file can be is 100 MB; split it and upload the parts.” | Split the file. |
While a file is read#
| State | Meaning |
|---|---|
| Reading | Being read. A long file shows how far along it is, then "Getting it ready to search" |
| Ready | Searchable |
| Failed | The reason shows in red; Retry indexing or Re-upload in its details |
Most files are ready in seconds; a long scan can take a few minutes. Search finds a file once it is Ready.
A file attached to a question#
When a file is attached to a question in Ask, Ysra starts with its beginning, then reads on, part by part, to the end, so the answer can draw on all of it.
If the file is still being read, the question waits for it for a while. When a large file still isn't ready, the answer says so and the question can be asked again in a few minutes. Ysra doesn't guess what the file says.
What it costs#
Uploading a file and having it read uses no credits, scanned pages and photos included. Questions about it use credits as any question does. See Credits and usage.
Related#
- Workspaces — uploading, finding and using files.
- Sources — how Ask uses files with other sources.
- Limits and costs — every limit in one place.
- Credits and usage — what questions cost.