# Prepare reliable source files Permitted files, formats, owner and current version labels. Updated October 27, 2026 ## Uploading source files, in short Uploading files is the intake step for training sources: you add candidate documents, scans, spreadsheets or recordings, each with an owner, a version label and its intended use. Operations managers and trainers use it when a shared folder holds several versions of one SOP and nobody is sure which is approved. Elvina reads each file and returns an intake list that separates the approved version from older drafts and names any file it could not read, with the reason. Uploading files to Company Knowledge is available now. ## What happens on the free demo - Book 30 minutes. Pick a time with Elvina's team. The demo is free and runs on Zoom. - Show the team your goal. Bring one role or one procedure. The team shows how Elvina would handle it, using sample materials. - Agree on the next step. You leave with a plan for the first step and its price. Nothing reaches your team until you approve it. ## Who this is for, and when An operations manager at a veterinary practice group inherited a shared drive holding four versions of the anesthesia monitoring SOP, a scanned checklist and an unopenable spreadsheet. Before any lesson is built, he needs to know which file is approved, who owns it, and which files cannot be read. ## How it works in Elvina An intake list separates the approved SOP from an obsolete draft and records files that could not be read. - The manager uploads the candidate files to Company Knowledge with the owner, the version label and the intended use for each. - Elvina reads each file, produces an intake list that separates the approved SOP from earlier drafts, and marks the spreadsheet as unreadable with the reason. - He confirms the medical director as owner of the approved SOP and archives the three obsolete drafts so they cannot be picked up by mistake. - He re-exports the spreadsheet in a supported format, uploads it again, and closes the intake. ## A worked example A fictional group, Lakeside Veterinary Partners, operates six clinics. The files are Anesthesia-SOP-v2 through v5, a scanned PDF called Monitoring-Checklist, and Drug-Dose-Table.xlsb. The medical director approved v5 in April. The intake is the first step toward a technician refresher course. - The intake list shows v5 as the approved source with the medical director as owner, and v2 to v4 as archived drafts. - The scanned checklist was read, but two handwritten annotations were flagged as unreadable rather than guessed. - The .xlsb file was rejected with a format note, re-saved as .xlsx, and accepted on the second upload. ## What to check before relying on it Check size and format support. Avoid uploading confidential information into this website or treating unreadable files as ingested. - Every uploaded file has an owner and a version label recorded in Company Knowledge. - Obsolete drafts are archived, not sitting beside the approved version. - Files that could not be read are listed with a reason, not silently dropped. - No confidential or personal data was uploaded that the intended use does not require. ## Where a person stays in charge An upload is an intake, not an approval; a file becomes an approved source only when its owner says so. Elvina reads supported formats and reports what it cannot parse, but it cannot recover a corrupt file or interpret handwriting reliably. Check size and format limits, and keep confidential records out of a public website form. ## Who this is not for, and when another tool fits ### This is not the right fit if - You want to upload confidential records the training does not need. - Your only copy of the procedure is a corrupt file or handwritten notes. - You expect an upload to count as approval of the source. ### Another kind of tool may fit better - Your current authoring tool, if one designer already builds every course by hand and the team is happy with it. - A shared drive, when people only need to find a file rather than learn a task. ## Questions **Q:** What formats can be uploaded? Common document, presentation, spreadsheet, image, audio and video formats. The intake list tells you when a file cannot be read. **Q:** Can I upload a whole folder from our drive? You can upload many files at once, but each still needs an owner and a version label, or the source library becomes harder to trust. **Q:** Does an uploaded file become a lesson right away? No. An upload is intake only. The file becomes an approved source once its owner confirms it, and lessons are drafted from approved sources afterwards, each approved by a person before staff see it. Drafting lessons from Company Knowledge is available now. ## Two things you can check on this site - See a sample on the demo. [Book a demo with my team](https://calendly.com/o-dutchak-smartexpert/30min?utm_source=elvina-site&utm_medium=proof) - Every lesson, plan and quiz stays a draft until you approve it. [Check the approval step in the chat](/capabilities/upload-files#talk-to-elvina) Checked October 27, 2026.