> ## Documentation Index
> Fetch the complete documentation index at: https://docs.prophecygov.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Manage city documents in the Prophecy Data Vault

> Upload, organize, and share your city's internal documents in the Data Vault — a secure library the AI searches automatically when you ask questions.

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

<Steps>
  <Step title="Open the Data Vault">
    Click **Vault** in the left sidebar.
  </Step>

  <Step title="Click Upload">
    Click the **Upload** button (or the **New** button and select **Upload files**).
  </Step>

  <Step title="Select your files">
    Choose one or more files. You can also drag and drop files directly into the file list.
  </Step>

  <Step title="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.
  </Step>
</Steps>

**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

<Note>
  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.
</Note>

## Creating folders

Keep your documents organized with folders.

<Steps>
  <Step title="Click New">
    Click the **New** button in the Data Vault toolbar.
  </Step>

  <Step title="Select New folder">
    Enter a name for the folder and confirm.
  </Step>

  <Step title="Add files">
    Open the folder and upload files into it, or move existing files there.
  </Step>
</Steps>

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.

<Steps>
  <Step title="Open the item menu">
    Hover over a file or folder and click the **...** menu, then select **Share**.
  </Step>

  <Step title="Add people">
    Search for team members by name or email and select them.
  </Step>

  <Step title="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
  </Step>

  <Step title="Save">
    Click **Save**. Shared users can now access the file from their own Data Vault.
  </Step>
</Steps>

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

<Warning>
  Deleting a file or folder from the Data Vault is permanent. Deleted files are removed from Prophecy's index and cannot be recovered.
</Warning>

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

<Tabs>
  <Tab title="City admins">
    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.
  </Tab>

  <Tab title="Members">
    Members can upload files if the city admin has enabled this permission. By default, members can only access files that are shared with them or set to city-wide access. Files not shared with a member are not visible or searchable by that member.
  </Tab>
</Tabs>

<Tip>
  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.
</Tip>

## Frequently asked questions

<AccordionGroup>
  <Accordion title="How long does it take for an uploaded file to become searchable?">
    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.
  </Accordion>

  <Accordion title="Can I upload the same file twice?">
    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.
  </Accordion>

  <Accordion title="Does the AI search the Data Vault automatically?">
    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.
  </Accordion>

  <Accordion title="Can members upload files if the admin hasn't enabled it?">
    No. If a city admin has disabled member uploads, only city admins can add files to the Vault.
  </Accordion>
</AccordionGroup>