File Management & Vault

What is the Vault?

Your Vault is personal file storage within Polaris AI where you can:

• Upload documents, images, videos, and more
• Reference files in conversations
• Share files via secure links
• Keep files organized
• Download anytime

Think of it as your personal document storage that Polaris AI can access to help you.

Uploading Files

Upload a File

Supported File Types

Documents:

• PDF
• Word (.doc, .docx)
• Excel (.xls, .xlsx)
• PowerPoint (.ppt, .pptx)
• Text files (.txt, .csv)

Images:

• JPG, JPEG
• PNG
• GIF
• WebP
• SVG

Videos:

• MP4
• MOV
• AVI
• WebM

Audio:

• MP3
• WAV
• M4A
• OGG

Archives:

• ZIP
• RAR
• 7Z

Maximum File Size: 100 MB per file

Using Files in Conversations

Reference an Uploaded File

In any message, you can reference your vault files:

You: "Summarize the report I uploaded last week"
Polaris AI: (Finds and reads your file, provides summary)

You: "Add the data from my budget spreadsheet to this new document"
Polaris AI: (References both files, combines data)

You: "Help me complete this form"
(Attach the form file)

Attach Files to Messages

Extract Information

Polaris AI can read and extract from files:

You: (Attach invoice) "Extract the total amount"
Polaris AI: "Total: $1,250.00"

You: (Attach spreadsheet) "What's the Q3 revenue?"
Polaris AI: "Q3 revenue: $500,000"

You: (Attach PDF) "Summarize the key points"
Polaris AI: (Reads and summarizes)

Vault Management

Access Your Vault

File Organization

Your vault automatically organizes files by:

• Type — Documents, images, videos, etc.
• Date — When uploaded
• Size — Small to large
• Search — Find by name

File Details

Click any file to see:

• File name and type
• Size
• Upload date
• File icon/preview
• Original filename
• MIME type

Managing Files

Preview a File

Most files can be previewed in Polaris AI:

Images → See thumbnail and full view
PDFs → View pages inline
Videos → Play in player
Audio → Play with controls
Documents → View formatted

Click the file in Vault to preview.

Download a File

Delete a File

Get Shareable Link

Organizing Your Vault

Best Practices

Use clear names:

• "Q1 Budget Report" instead of "file2023"
• "Project Proposal - Acme Corp" instead of "proposal"

Delete old files:

• Remove files you no longer need
• Keeps vault organized
• Improves search

Use consistent naming:

• "Status Report - Week 1"
• "Status Report - Week 2"
• Easy to find similar files

Archive old projects:

• Before starting new project: delete old file
• Don't clutter vault with outdated files

File Collections

While Polaris AI doesn't have formal folders, you can organize by:

• By project — Upload all project files together
• By type — Separate documents, spreadsheets, presentations
• By date — Keep chronological organization
• By client — Group by who files belong to

Vault Stats

In the Vault tab header, you see:

• Files — Total files uploaded
• Storage — How much space used
• Last updated — Most recent upload date

Limitations & Tips

Storage Limits

• Free plan — Limited storage (check your plan)
• Paid plans — More storage available
• File limit — 100 MB per single file
• Archive files — Can upload ZIPs to exceed single-file limit

Performance

• Large PDFs may take a moment to preview
• Very large files may be slow to process
• Multiple large files in one conversation might take longer

Security

• Files are personal — not shared by default
• Shared links expire after 10 minutes
• Only you can access your vault files
• Deleted files cannot be recovered

Pro Tips

Upload before chatting — Upload files before asking questions about them

Use file names — Reference files by name in chat ("the budget spreadsheet")

Keep it organized — Delete old files regularly

Archive projects — When project ends, clear related files

Backup important files — Always keep important files on your computer too

Share securely — Use Polaris AI share links instead of email for sensitive files

Example Workflows

Workflow 1: Data Analysis

1. Upload spreadsheet to vault
2. Ask: "What's the average sales per region?"
3. Polaris AI: Reads file, answers question
4. Ask: "Create a chart showing this"
5. Polaris AI: Creates visualization
6. Download result

Workflow 2: Document Collaboration

1. Upload draft document
2. Ask: "Summarize this in 2 paragraphs"
3. Polaris AI: Creates summary
4. Ask: "Make it more professional"
5. Polaris AI: Revises tone
6. Ask: "Save this as a new document and share with John"
7. Polaris AI: Creates new doc, sends to John

Workflow 3: Form Processing

1. Upload form image/PDF
2. Ask: "Extract all the information"
3. Polaris AI: Reads and extracts data
4. Ask: "Add this to my spreadsheet"
5. Polaris AI: Updates spreadsheet
6. Ask: "Email the compiled data to Sarah"
7. Polaris AI: Sends email with results

FAQ

Q: Is my vault private? A: Yes. Only you can access it unless you create a share link.

Q: Can I share vault files with my team? A: You create time-limited share links for each file.

Q: What happens if I exceed storage? A: You'll need to upgrade your plan or delete old files.

Q: Can Polaris AI see files I don't mention? A: No. Only files you attach to messages are referenced.

Q: Are uploaded files scanned for virus? A: Yes, all files are scanned for security.

Q: Can I delete files permanently? A: Yes. Use the delete option in file preview.

Next: Learn about Confirmations & Safety →