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Your knowledge base is a structured library of documents organized into nested folders. Every file you upload belongs to a project, lives inside a folder (or at the root level), and carries its own visibility rules — controlling exactly which team members can retrieve it when they ask a question.

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Supported file types

Ragen AI accepts a wide range of formats. When you upload a file, the background worker automatically parses it into searchable chunks.

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Document processing pipeline

When you upload a file, Ragen AI processes it automatically in the background. You do not need to trigger any additional steps — the document becomes searchable once processing completes.
1

Upload

Your file is transferred to secure cloud storage. The upload returns immediately; processing happens asynchronously.
2

Parse and chunk

A background worker parses the file using a format-specific splitter and divides the content into overlapping chunks sized for retrieval.
3

Generate summary

The worker generates a short summary of the entire document and prepends it as a special summary chunk. This gives retrieval a high-level anchor that no individual flat chunk contains.
4

Embed

Each chunk — including the summary chunk — is converted to a hybrid representation: a dense vector using bge-multilingual-gemma2 for semantic meaning, plus BM25 sparse tokens for exact-term matching.
5

Store

Both vector types are stored in the vector collection along with the file’s visibility rules as chunk metadata. Retrieval queries automatically filter results based on who is asking, so a document someone cannot read never surfaces in their answers.

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Folders

Folders let you group related documents and apply permissions at a hierarchy level rather than file by file. Ragen AI supports arbitrarily deep nesting — a folder can contain both files and sub-folders. Each folder can be:
  • Personal — owned by you, visible only to you and org admins unless explicitly shared
  • Team folder — assigned to a team, visible to all team members and org admins automatically
  • Shared — explicitly shared with specific users or teams at either view or full access level
Folder permissions cascade: granting access to a parent folder automatically extends to everything inside it.

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File visibility rules

Every file’s visibility is determined by who owns it and whether it has been explicitly shared. The table below covers the common scenarios.
Visibility rules are enforced at retrieval time inside the vector store — not just in the UI. A document someone cannot read will never surface in their answers, even through the API.

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Document versioning

Every time a document’s content changes, Ragen AI creates a new version and re-indexes it. This gives you a full audit trail and the ability to roll back to any previous state. Rolling back appends a new version with the earlier content rather than deleting the intermediate versions, so you can always undo a rollback.
Connect your Google Drive account to import entire folders at once — up to 200 files per import. Ragen AI fetches the files, processes them through the same pipeline, and keeps them organized in a matching folder structure inside your knowledge base.