Using Front-End File Uploads in CoPilots

FormWise CoPilots allow end users to upload files (PDFs, CSVs, TXT files) during a chat conversation to enhance AI responses with context-specific data. This works similarly to SmartForm file uploads, but with CoPilots, the AI can dynamically request files during a chat or process uploaded documents in real-time.

This guide covers: ✅ How end users can upload files in a CoPilot chat. ✅ How CoPilot owners can structure prompt instructions to guide AI on file usage. ✅ Best practices to avoid timeouts and optimize retrieval.

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1️⃣ How Front-End File Uploads Work in CoPilots

🔹 When chatting with a CoPilot, end users can upload PDFs, CSVs, or TXT files to provide the AI with reference material. 🔹 The CoPilot will process the uploaded file and incorporate relevant data into its response. 🔹 Unlike SmartForms, CoPilots allow the AI to request a file upload dynamically during a conversation.

💡 Example Use Cases: ✅ A legal CoPilot: A user uploads a contract PDF, and the AI highlights key clauses. ✅ A financial CoPilot: A user uploads a CSV with expenses, and the AI provides a budget breakdown. ✅ A customer service CoPilot: A user uploads a TXT file with issue details, and the AI generates a support response.

🚨 Avoid Combining Web Browsing & Web Scraping in a Single CoPilot Request

While CoPilots can analyze URLs through web scraping (extracting full webpage content) and web browsing (searching the web for real-time metadata), combining both methods in a single request can cause timeouts or incomplete responses.

📌 Best Practice: If your CoPilot is set up to process URLs, decide whether you need detailed webpage extraction (web scraping) or high-level search results (web browsing)—but avoid using both simultaneously unless necessary. If needed, split these functions across different interactions in the conversation. 🚀

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2️⃣ How CoPilot Owners Can Customize File Upload Behavior

CoPilot owners can guide AI behavior when processing uploaded files using prompt instructions.

🔹 Adding File Upload Instructions in the CoPilot Prompt

When setting up a CoPilot, owners can: ✅ Tell the AI to request file uploads during the conversation. ✅ Add instructions on how to use an uploaded file.

📌 Example CoPilot Prompt Instructions: 💬 AI Requests a File: "If the user asks about a document or contract, ask them to upload a PDF for review."

📌 Example File Processing Instruction: 💡 For a financial CoPilot: "If the user uploads a CSV, analyze the expenses and provide a summary of spending patterns."

💡 For a resume review CoPilot: "If the user uploads a resume, scan the document and provide feedback on structure, clarity, and ATS optimization."

📌 **These prompt instructions ensure AI knows how to handle user-uploaded files, making interactions more dynamic and relevant.

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3️⃣ File Size Limits & Storage Behavior

🔹 File Size Limits (Per Upload)

📌 Pro Plan: 2MB max per file (multiple files allowed). 📌 Agency Plan: 20MB max per file (multiple files allowed).

🚀 You can attach multiple files, but larger files can cause token issues and slow processing.

🔹 How Files Are Stored for End Users

✅ Files are temporarily stored in browser cookies so users don’t have to re-upload if they refresh the chat. ✅ Files aren’t permanently stored—when the session ends, uploaded files are no longer accessible.

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4️⃣ How AI Retrieves & Processes Uploaded Files (RAG in Simple Terms)

Just like in SmartForms, Retrieval-Augmented Generation (RAG) is used in CoPilots: 1️⃣ The AI reads the uploaded file’s text and extracts key insights. 2️⃣ The AI retrieves relevant information when responding. 3️⃣ AI does not "train" on the file—it only references the content for that conversation.

🚨 If a file is too large or contains too much text, AI may struggle to extract the right information, leading to slow or incomplete responses.

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5️⃣ Avoiding Timeouts & Optimizing Performance

🔹 If a CoPilot chat times out: ✅ Reduce file sizes (split large PDFs into sections). ✅ Limit the number of files uploaded in a single chat session. ✅ Avoid combining uploads with web browsing or web scraping in the same request. ✅ Use precise prompt instructions to make AI focus on the right data.

📌 Example Fix: ❌ Bad: "Analyze the entire 100-page PDF and summarize it." ✅ Better: "Extract and summarize the top 3 key insights from this document."

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🚀 Conclusion

CoPilots with file uploads allow end users to chat dynamically with AI while providing real-time documents for reference.

✅ End users can upload PDFs, CSVs, and TXT files for AI to process in the conversation. ✅ CoPilot owners can guide AI to request and handle file uploads with customized prompt instructions. ✅ Follow best practices to optimize performance and avoid timeouts.

By leveraging front-end file uploads, you can create powerful, interactive CoPilots that respond intelligently based on user-provided documents. 🚀