FlexFiles Documentation
Product guides, tutorials, and operational reference
Troubleshooting
Intermediate and advanced users8 min read

AI, Indexing, and Upload Issues

AI and intake problems usually come from source quality, folder design, prompt ambiguity, or the wrong access model for the workflow.

AI quality issues

  • Poor source quality reduces answer quality.
  • Unclear folder scope leads to noisy retrieval.
  • Very broad prompts can hide the precise task you need done.

Upload and intake issues

  • If the wrong people need to submit files, use a new guest upload link rather than broadening workspace access.
  • If submissions are hard to triage, redesign the intake metadata, use-case selection, and routing logic.
  • If one link behaves differently from the rest, inspect the link-level submissions view before assuming the whole inbox is broken.
  • If a shortlist action seems wrong, confirm whether the link is a general intake link or an HR recruiting link. HR shortlisting belongs in the Hiring Suite.
  • If a hiring ranking looks wrong, review knockout rules, evidence quality, and excluded statuses first.

Recommended debugging order

  1. 1

    Check source readability and OCR quality.

  2. 2

    Check folder scope and whether the right files are indexed.

  3. 3

    Check prompt specificity and whether the question matches the workflow.

  4. 4

    Check routing or access assumptions before changing permissions broadly.