How it works
Open Upload. Drag in documents, or click the box to choose them. You can add one file or up to twenty at a time.
Press Suggest filings for all. HeyJanet reads each file and suggests three things:
- the department it belongs to
- the document type
- a title
Each suggestion shows how confident it is: high, medium, or low. Check every row. Change anything that is wrong. Then press Publish.
Each file is handled on its own. If one is refused, the others still publish.
Why you confirm every file
Nothing is filed automatically. The suggestion saves you typing. The decision is yours.
That is deliberate. Your AI treats whatever is filed as the official answer. A wrong filing is a wrong answer given with confidence. A person confirming each document is what makes the library trustworthy, and it leaves a record of who filed what.
The title decides whether you are replacing something
This is the part that surprises people.
When you upload a file, HeyJanet looks for a current document with the same department, the same document type, and the same title.
- If it finds one, your file becomes the new version. The row says Replaces, and the old version moves to the archive.
- If it does not, your file is filed as a separate document. The row says New. The old document stays current too.
So to replace a document, keep the title exactly the same. Capital letters do not matter. Words do. “Safety Manual” and “Safety Manual 2026” are two different documents, and your AI will see both.
Always read the What happens column before you publish. It tells you which of the two will happen.
If two files in the same batch have the same title and type, HeyJanet cannot tell which one should be current. Rename one, or upload them separately.
What files work
| Works | Does not work |
|---|---|
| Word (.docx) | Photos and screenshots |
| PDF with real text in it | Scanned PDFs |
| Excel (.xlsx) | Old Excel (.xls) — save it as .xlsx first |
| CSV | Anything over 4 MB |
| Plain text (.txt, .md) |
Scanned PDFs do not work. A scan is a picture of a page. HeyJanet does not read pictures. A scanned PDF arrives with nothing in it, and it is refused. Upload the original Word file, or a PDF exported from it.
Files over 4 MB are refused. Save a lighter export, split it, or send it to your administrator.
Price lists and rate sheets must be spreadsheets
Some document types hold a pricing grid. For these, HeyJanet only accepts .xlsx or .csv. It refuses a PDF.
The reason: when a grid is turned into a PDF, the numbers do not come back out reliably. Rows come out in the wrong order and cells shift into the wrong column. The result is an answer that looks right and is wrong. Export the spreadsheet from the system that produced it and upload that.
Personal information is blocked
Every file is checked for personal and health information before it is stored. If a file looks like it has any, it is refused and nothing is kept.
That is because anyone on your team can ask a question, and the answer can come from any document. Upload how you do the work — procedures, policies, price lists, templates. Not the work itself — not customer files, pay stubs, or anything with a Social Security number.
You can only file into your own departments
Your administrator may limit which departments you can file into. The list only shows the departments you can use. Everyone can still ask about every department. See Permissions.