How do I upload documents?
When you create a new Deal, you will be auto-directed to the Upload Documents page. Here, you can drag and drop files into the upload box or select files using the standard Windows/Mac flow.
To upload documents to an existing Deal, first select the Deal. Then, select Documents from the Deal menu at the top of the page and select Upload + in the top right-hand corner.
Either drag and drop files into the Upload box or select files using the standard Windows/Mac flow.
Your files will appear in the upload box, where you can choose to edit your file names by clicking on the Pencil icon
next to each file name. When you’re ready, click Upload.
The initial upload process will occur within the upload box. Once that is complete, you may close out of the box. Do not close the upload box until it says complete in the lower left corner.
Once uploaded to ToltIQ, documents go through the following phases: pending, extracting, embedding, and ready.
If you attempt a query before a document's status is ready, that document will not be used in your results.
Sometimes, a document gets “stuck.” If this happens, please report it using the Submit a Bug option located in the Support menu
or contact your ToltIQ point of contact for assistance.To submit a bug, use this button:
The link to submitting a bug is: https://ui.diligentiq.io/submit-bug
Other times, if it fails, it will return a red "Error" code. Error codes may happen for the following reasons:
Your file is password-protected
Your file does not contain any data
Document Drag & Drop
What's new with Document uploads?
We've updated the Documents page with a refreshed design and several improvements to make document management faster and more intuitive:
You can now drag and drop files directly onto the Documents page — no need to navigate to a separate upload screen.
When you are working inside a Deal, the Documents tab is always visible in the Deal menu, so you can access document management at any time without losing your place.
The updated page includes a Document Load Toolbar, giving you quick access to upload actions and document management options from one place.
Can I start uploading documents from any page within a Deal?
Yes. You can now initiate a document upload from anywhere within a Deal. Simply select Documents from the Deal menu — it will always be visible — and begin your upload without navigating away from your current workflow.
How can I track the status of documents I'm uploading?
When you upload a batch of documents, you will see a real-time upload status directly within the platform so you always know where your files are in the process. Here's what to expect:
During your session: Upload progress and status are displayed in real time as your documents are loaded.
If you leave ToltIQ and return: The Documents page will automatically refresh to reflect the most up-to-date status of your uploads when you come back.
Once uploaded, documents continue through the standard processing phases — Pending, Extracting, Embedding, and Ready — and their status will be reflected accordingly.
Why did I get an Error message when I was uploading files?
Error codes may happen for the following reasons:
Your document is password-protected
Your document is an unsupported file type, such as .XLSM
Your ZIP file contains more than 6gb or 5,000 files
If you get an error and you're using a supported file type without password protection, please report it using the Submit a Bug option located in the Support menu on the bottom right corner of your screen.
Can I upload multiple documents at once to a deal?
Yes, you can drag and drop folders into ToltIQ, and the files within the folders will be uploaded.
Once your files are uploaded, we will maintain your original folder structure in the Folder View on the Documents page.
The current file limit for deals is 5,000 files.
PDF files are limited to 3,000 pages and 500MB for Deals.
Can I add new documents to an existing Chat or Data Chat?
Yes — you can add new documents to an existing Chat or Data Chat at any time after it has been created. This applies to both standard Chats and Data Chats.
How do I add documents to an existing Chat?
To add new documents to a Chat that is already in progress:
Open the Chat you want to update.
Click Manage Sources in the top right corner of the Chat window.
Select Add Sources from the dropdown menu.
Browse and select the document(s) or file(s) — including spreadsheets and other supported file types — that you'd like to include.
Confirm your selection. The newly added documents will be available as a source for future questions in that Chat.
Note: Once a document has been added to a Chat, it cannot be removed. Please be intentional when selecting which documents to add. If you need a fresh conversation with a different set of documents, you can create a new Chat and restrict it to the documents of your choice.
Can I add a spreadsheet or file to an existing Data Chat?
Yes — files and spreadsheets can be added to an existing Data Chat using the same process:
Open your Data Chat.
Click Manage Sources in the top right corner of the page.
Select Add Sources.
Choose the spreadsheet(s) or file(s) you'd like to include.
Confirm your selection — the new files will be incorporated into the Data Chat for ongoing analysis.
Are there any limitations when adding documents?
Documents can be added but not removed. Once a file is added to a Chat or Data Chat, it becomes a permanent part of that conversation's source library. If you need to change your document set, consider starting a new Chat with restricted sources.
Can I upload a ZIP file?
Yes, you can upload a ZIP file using the same flow you'd use to upload an individual file or a folder. We maintain the original folder structure of your ZIP files during upload.
Our current ZIP file size limit is 6GB per ZIP folder
Can I download documents from the SEC into a Deal?
From the Files page, select Download SEC Documents +
Enter a company name or ticker symbol and select Query
You may need to select your desired company from a list if your query yields multiple results
Select one company or entity, and a list of 10-K, 10-Q, 8-K, and 8-K/A documents will be listed, which are displayed by default. However, you can access all filings available through the SEC EDGAR database and filter for specific document types by selecting Choose form types from the Filter for document types dropdown menu bar.
Select all by checking the box to the left of "Filing Date" or use the checkboxes to select individual documents.
Select Download X Documents
(X is equal to the number of documents selected) (above the "Filter for document types" functionality)
The files will begin to be downloaded and will appear on the Documents page, along with all other documents that have been uploaded
The SEC documents will go through the same upload process as your other file uploads: Pending, Extracting, Embedding, and Ready
What is the difference between Categories and Tags on documents?
ToltIQ defines and auto-assigns Categories using Generative AI, which analyzes the document's content to determine the best fit.
The pre-defined category list includes Financial, Legal, Commercial, Sustainability, Technology, Operational, Industry Research, Technology, and Tax.
Additional categories cannot be created, however the categories automatically assigned to a document can be edited via the edit button
under the Actions Column.
Tags are also auto-assigned by ToltIQ based on the contents of the file uploaded. However, unlike Categories, the user can assign new tags, which can be anything that makes sense to organize the content better. You can create and delete as many Tags as you want by clicking the edit button
under the Actions Column and selecting Select or Create a Tag.
Can I bulk assign tags to documents?
Yes. Use the Document Select box on the left side of the screen to select which documents you want to assign to a specific Tag.
Then, select Add / Remove Tags (which will indicate the total number of documents selected) from the menu bar above the files list
Type or Select the Tag you want to use and select Submit
What types of documents can I upload?
MS Word (.doc, .docx)
MS Excel (.xls, .xlsx, .csv)
MS PowerPoint (.pptx)
MS Visio (.vsdx)
PDF
Web (.html, .htm)
Image (.png, .jpg)
Audio (.flac, .mpeg, .mp3, .mpga, .m4a, .ogg, .wav, .webm)
Video (.mp4)
ZIP
Emails (.eml, .msg)
.xlsb (files will be converted to xlsx and the xlsx ingested. this will allow the files to work with data chat as well.)
Can I upload a password-protected document, such as a PDF?
No, ToltIQ does not currently handle password-protected files
If you would like to upload a password-protected file to the system, save a version of the file without password protection
If it is impossible to remove the password protection, use Microsoft Print to create a new PDF version of the file and save it without a password
What is the download button in the Tables column on the Documents page?
On the Documents page, you will see a column titled Tables. We will automatically identify and extract tables from any documents you upload and make them available for download
Any document with tables will have a Download button in the Tables column, which will download an Excel workbook containing the extracted tables
Each extracted table in the workbook has a Raw/Clean pair of tabs:
Raw: Represents extraction of all values as strings as they appear in the original document
Clean: Scrubs the data so that numbers and dates are properly formatted and ready to be used in formulas for further work within Excel
If a TIFF or PDF document contains charts and/or graphs, we will automatically extract the data and make that information available for download in the Tables column
The first tab includes a hyperlinked table of contents for easy navigation
The extracted table Excel files are automatically uploaded into the deal in the same folder as the original file and are tagged with:
The name of the original file
The tag "Extracted Tables"
These extracted files are available for Data Chat
What is the Folder View toggle?
On the Documents page, you will see an option for View Folders
This view will display the folder structure based on how you uploaded the documents, where the hierarchy of your uploaded folders will remain intact.
"Traditional" data points for the files, such as file name, AI name, and file date, are also displayed using the list view.
What is the Clock icon 🕐 in the top right corner of the Files page?
The Clock icon allows you to view your document upload log.
When you select the Clock icon, you will be able to view a list of document batches you have uploaded in the past, with time stamps for the uploads.
You will be able to track the number of ready documents, the number of documents still processing, and any documents that encountered errors or were deleted.
On the rightmost column, you will be able to see the total number of documents uploaded in that particular batch.
Can I upload documents in different languages?
Yes, our spot testing has shown impressive language translation from English, German, French, Spanish, Italian, and Portuguese for scanned documents, and for machine generated text, all languages can be read in ChatGPT (70+ in total).
Are there any limits on page size for file uploads?
Large page formats are supported, maximum page size is 40" per side
What is the minimum recommended font size for text in the documents I upload to ToltIQ?
The minimum font size we accept is 8 point
Will my PowerPoint notes be ingested during upload?
If you upload your file as a PPTX, your notes will be ingested, however if you convert your PPTX to a PDF first, your notes will not be ingested.
The initial upload process will occur within the upload box. Once that is complete, you may close out of the box. Do not close the upload box until it says complete in the lower left corner.
Once uploaded to ToltIQ, documents go through the following phases: pending, extracting, embedding, and ready.
If you attempt a query before a document's status is ready, that document will not be used in your results.
Is there anywhere I can view a short summary of my file's contents?
Yes, hover your cursor over the name of any file in Document List View on the Documents page of any Deal.
How does folder auto-tagging work?
Auto-tagging assigns tags based on the folder structure of uploaded documents. Each document will be tagged with:
The folder it is in (parent folder).
The folder above it (grandparent folder).
For example, if a document is in:
📁 Contracts → 📁 Client SOWs → 📄 Agreement.pdf,
then Agreement.pdf will receive the tags: Client SOWs and Contracts
Yes. The system will tag documents based on the parent and grandparent folders, but not deeper levels.
Can I download individual files from the Documents page of a Deal?
Yes, there is an eye symbol that allows you to view and download individual files. If the eye is grayed out, contact the owner of the deal of your company's ToltIQ admin to discuss permissions.
Sharepoint Integration
What is SharePoint Integration?
This section covers how to enable and use SharePoint integration within ToltIQ's platform. Learn how to connect SharePoint folders to your deals, manage document access, and keep your files synchronized. SharePoint allows you to seamlessly access and organize your Microsoft documents directly within your deal workspace.
Getting Started
Is SharePoint integration available by default?
No, SharePoint integration is not enabled in your environment by default. If you're interested in leveraging this feature, please contact ToltIQ support at support@toltiq.com to have it activated for your account.
Linking SharePoint to Your Deal
How do I connect SharePoint to my deal?
Once SharePoint is enabled for your environment, you can follow these steps:
Click on your deal
Navigate to "Documents" in the deal menu
Select "SharePoint" in the top right corner
Click "Link Folder"
A Microsoft authentication page will open
Complete the authentication process
What happens when I link SharePoint for the first time?
When linking SharePoint for the first time, you'll be redirected to a Microsoft authentication page where you'll sign in with your Microsoft account and authorize ToltIQ to access your SharePoint documents. This is a one-time setup per user. clicking "Link Folder" will trigger Microsoft authentication and prompt you to grant SharePoint access permissions.
Document Access and Management
Which documents will I be able to see?
The integration respects your existing SharePoint permissions—you'll only see and access documents that you have permission to view in SharePoint. This ensures security and compliance with your organization's access controls.
Can I organize my view of SharePoint folders?
The integration provides several organizational features:
Collapsible folders: Expand or collapse folder hierarchies for easier navigation
Folder selection: Choose specific folders to link rather than entire libraries
Preserved structure: Downloaded documents maintain their original folder organization
How do I select and download SharePoint content?
You can select specific folders to link and download. The documents will download maintaining their original folder structure for easy organization.
Synchronization and Updates
How often does SharePoint content refresh automatically?
ToltIQ uses has the following update methodology:
Manual refresh: Update documents on-demand whenever needed
Can I manually refresh SharePoint content?
Yes, to refresh immediately:
Click on "SharePoint"
Select "Refresh SharePoint"
This will sync any new or updated documents from your SharePoint folders right away.
Audio and Video Transcription Capabilities
Can ToltIQ create transcripts from audio or video files?
In Document Ingestion: Yes, ToltIQ can transcribe audio files when they are uploaded through our standard document ingestion process. The audio file will be processed and converted to text as part of the regular document workflow.
In Chat Features: No, our Chat features (including Quick Chat and Data Chats) cannot directly transcribe audio or video files. These features are designed to work with text-based documents only.
Can ToltIQ extract transcripts from video or podcast URLs?
No, ToltIQ cannot extract or create transcripts from URLs pointing to videos or podcasts.
YouTube videos: Cannot extract transcripts
Spotify podcasts: Cannot extract transcripts
IHeartRadio podcasts: While ToltIQ may be able to access and summarize an existing transcript if it's directly available as text on the webpage, it cannot provide the full transcript due to copyright restrictions
Why can't ToltIQ provide full transcripts from web sources?
When ToltIQ accesses content from the web, it respects copyright protections. Even if a transcript is publicly viewable on a website, our system will not reproduce the full copyrighted text. Instead, it will provide summaries or excerpts in compliance with fair use guidelines.
Can I use LLM-Only mode to bypass these limitations?
No, LLM-Only mode cannot circumvent these limitations because:
LLM-Only mode does not have web browsing capabilities
It cannot access external URLs or download content
It only works with content that has already been uploaded to the platform
What's the recommended workflow for analyzing podcast or video content?
Obtain a transcript using a dedicated transcription service such as:
OpenAI Whisper
Descript
Your podcast platform's built-in transcription feature (if available)
Save the transcript as a supported document format:
PDF
Word document (.docx)
Text file (.txt)
Upload the transcript to ToltIQ through either:
Document ingestion for permanent storage and analysis
Quick Chat for immediate analysis
Analyze the content using our full suite of features:
Generate summaries
Extract key points
Ask specific questions
Create custom analyses
What audio formats are supported through document ingestion?
When uploading audio files through our document ingestion process, we support common audio formats including:
MP3
WAV
M4A
Other standard audio formats
Note: Audio transcription is only available through the document ingestion workflow, not through Chat features.
Are there file size limits for audio transcription?
Yes, audio files must comply with our standard file size limits:
Individual files: Maximum 500MB
Processing time will vary based on audio length and quality
Will ToltIQ add direct URL transcription in the future?
We continuously evaluate new features based on user needs. While we cannot guarantee specific feature additions, we appreciate feedback about desired functionality. Please share your use cases with our support team to help inform our product development roadmap.
Email Support
File Types & Email Ingestion
What email file types does ToltIQ accept?
ToltIQ accepts the following email file types for upload into the platform:
.eml files (standard email format)
.msg files (Outlook email format)
Simply upload these files directly into your deal folder, and ToltIQ will process them accordingly.
What happens to email attachments when I upload an email file?
When you upload an .eml or .msg file to ToltIQ, the platform automatically:
Extracts all attachments from the email
Loads each attachment as a separate document
Organizes both the email and its attachments within the deal folder you selected
This ensures all content is searchable and accessible within your deal workspace.
How do I upload email files into ToltIQ?
To upload email files:
Navigate to the specific Deal where you want the email stored
Click the upload button or drag and drop your .eml or .msg file
ToltIQ will automatically process the email and extract any attachments
All content will appear in your Deal for analysis and chat queries
Do I need to upload emails manually, or does ToltIQ sync with my email automatically?
Currently, ToltIQ requires manual upload of email files (.eml or .msg format) into your Deal. Emails are not automatically synced from your email inbox. You must save emails in .eml or .msg format and upload them to the platform.
Can I upload multiple emails at once?
Yes, you can upload multiple .eml or .msg files simultaneously to your deal folder. ToltIQ will process each email and its attachments individually, organizing all content within the deal.
Where do email attachments appear after upload?
Email attachments are extracted and stored as individual documents within the same Deal where you uploaded the original email file. This allows you to search, analyze, and reference both the email content and attachments separately.
What if my email has embedded images or signatures?
ToltIQ processes the text content and file attachments from emails. Embedded images and signature graphics may be extracted if they're included as attachments, but inline embedded content may not be separately indexed.
Technical Requirements & Limitations
Are there file size limits for email uploads?
There are no known limits on email sizes.
What should I do if my email file won't upload?
If you encounter issues uploading an .eml or .msg file:
Verify the file format is correct (.eml or .msg)
Check that the file isn't corrupted by opening it in your email client
Ensure you have proper permissions for the deal folder
If issues persist, contact support@toltiq.com with details about the error message
Support & Response Times
How do I contact ToltIQ support for email-related questions?
You can reach ToltIQ support through:
Email: support@toltiq.com
In-platform chat support via Fin (available in the lower right corner)
Your organizations ToltIQ Point of contact
What information should I include when reporting an email upload issue?
When contacting support about email upload problems, please provide:
The email file format (.eml or .msg)
Approximate file size
Any error messages displayed
The deal folder where you attempted the upload
Screenshot of the issue (if applicable)
This helps our team diagnose and resolve your issue quickly.