Document status: Processing, Indexed or Error
Every document and website in a library shows a status. It tells you whether your agent can use it yet.
Find it: Sidebar → Knowledge → pick a library → Files, Websites or FAQs tab → the coloured pill on each row
What each status means
Documents (Files and FAQs tabs)
| Status | Colour | Meaning | Agent can use it? |
|---|---|---|---|
| Processing | Blue | Being read and indexed. | Not yet |
| Indexed | Green | Read and indexed. Agents answer from it. | Yes |
| Error | Red | Couldn't be read, so agents can't use it. | No |
Websites (Websites tab)
| Status | Meaning |
|---|---|
| Crawling | Pages are being fetched and indexed. |
| Indexed | Crawled and indexed. Agents answer from its pages. |
| Error | The last crawl failed. Open it to see which pages. |
Hover over a pill to see this explanation in the app. In an agent's Knowledge section, the same states show as Indexed, Processing… and Error.
What starts Processing
- You upload a file, add text, or approve an FAQ.
- A website import or Auto-build adds pages.
- You edit a document and save.
- You click Retry on a document with Error.
Most documents finish in seconds to a couple of minutes. You can leave the page.
Fix a document with Error
- Find the document with the red Error pill in the Files tab. You'll see: a Retry button on that row.
- Click Retry. You'll see: "Retrying — The document is being processed again." The pill turns blue.
- If it shows Error again, the file itself can't be read. Common causes:
| Cause | Fix |
|---|---|
Old format (.doc, .xls, .rtf, .odt) | Save as .docx, .xlsx or .csv and upload again. |
| Scanned PDF (picture only, no text) | Upload a text version, or paste the text with Add text in the agent. |
| Empty file or empty sheet | Check the file has content. |
Delete the broken copy after you upload a fixed one, so you don't keep both.
Why big documents become many pieces
When Voxido indexes a document, it cuts the text into small overlapping pieces (about 800 characters each). The agent searches these pieces, not whole files. That's why short, focused sections give the best answers. See How your agent searches.
Common problems
A document has been Processing for a long time. Refresh the page. If it's still blue after 10 minutes, click into another library and back, then contact support if it doesn't change.
I can't see Retry. The library is read-only (Google Sheet or property system). Sync it from its source instead.