Skip to main content
The Data Vault is your city’s private document library inside Prophecy. Every file you upload becomes part of the knowledge base that the AI searches automatically when staff ask questions. Use it to store HR policies, internal procedures, reference documents, and any other files you want Prophecy to know about.

​
Uploading files

1

Open the Data Vault

Click Vault in the left sidebar.
2

Click Upload

Click the Upload button (or the New button and select Upload files).
3

Select your files

Choose one or more files. You can also drag and drop files directly into the file list.
4

Wait for processing

Prophecy processes each file in the background — extracting text and indexing it so the AI can search it. A status indicator shows when processing is complete.
Supported file types: PDF, DOCX, DOC, XLSX, XLS, PPTX, PPT, CSV, TXT Size limits:
  • Per file: 1 GB
  • Total batch: 5 GB across all files uploaded at once
  • Maximum files per upload: 100
Image files (JPEG, PNG, etc.) are not supported in the Data Vault. To share images with the AI, attach them directly to a chat message instead.

​
Creating folders

Keep your documents organized with folders.
1

Click New

Click the New button in the Data Vault toolbar.
2

Select New folder

Enter a name for the folder and confirm.
3

Add files

Open the folder and upload files into it, or move existing files there.
Folders can be nested — create subfolders inside folders to match your department’s filing structure.

​
Sharing files and folders

You can share individual files or folders with specific colleagues or make them available to everyone in your city.
1

Open the item menu

Hover over a file or folder and click the … menu, then select Share.
2

Add people

Search for team members by name or email and select them.
3

Set access level

Choose a role for each person:
  • Viewer — can view and search the file, but cannot edit or delete it
  • Editor — can rename, move, and delete the file
4

Save

Click Save. Shared users can now access the file from their own Data Vault.
You can also set general access to share a file or folder with everyone in your city at once, without adding people individually.

​
Moving and renaming files and folders

To rename: Hover over the item, click the … menu, and select Rename. Enter the new name and confirm. To move: Hover over the item, click the … menu, and select Move. Choose the destination folder (or root level) from the list.

​
Downloading files

To download a file, hover over it, click the … menu, and select Download. Your browser saves the original file to your computer.

​
Deleting files and folders

Deleting a file or folder from the Data Vault is permanent. Deleted files are removed from Prophecy’s index and cannot be recovered.
To delete a file or folder, hover over it, click the … menu, and select Delete. Confirm the deletion when prompted. Deleting a folder removes the folder and all files inside it.

​
Access control

City admins have full access to all files in the Data Vault, regardless of who uploaded them. Admins can also control whether regular members are allowed to upload files. If member uploads are disabled, only admins can add new content to the Vault.
To give your whole team access to a set of reference documents, upload them and set general access to “city viewer.” Everyone in your city will be able to search those files through the AI chat.

​
Frequently asked questions

Processing time depends on file size and type. Most documents are indexed within a few minutes. The status indicator on each file shows when processing is complete.
Yes, but each upload is treated as a separate file. If you upload a revised version of a document, consider deleting the old version to avoid the AI finding outdated information.
Yes. When you ask a question in AI chat, Prophecy automatically searches the Data Vault files you have access to, alongside meeting documents and other configured sources.
No. If a city admin has disabled member uploads, only city admins can add files to the Vault.