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Document status
What each status means, and how to see what Sergo read from a file.
Every file in the console has one status, in the Status column of the list and next to its name when you open it. It answers one question: can search find this file?
Statuses
Section titled “Statuses”| Status | What it means |
|---|---|
| Searchable | Processed and in the index. Search and agent keys can find it. |
| Queued | Waiting to start: for its PDF copy, or for its turn. The tooltip says which. |
| Retrying | The last try failed for a reason that may pass, such as a provider error. It tries again by itself, up to three tries in all, then shows Failed. The tooltip shows when and why. |
| Processing | Running now. When a language model reads the pages, the tooltip counts them, such as “6 of 50 pages read”. |
| Syncing | The chunks are ready and the index is catching up. This takes seconds. |
| Not processed | Not in search. It was never processed, its processing was cancelled before it finished, or it was removed from search. |
| Can’t process | None of the presets you can pick reads this type of file, such as an image. It stays out of search. See Supported files. |
| No text | Processed, but no text came out: a scanned PDF read with Basic, or a file with only pictures. Process it again with Standard (AI). |
| Failed | The last processing failed. The reason shows in the details pane and in the processing history. |
If nothing that does the work is running, for example the processor that converts Office files, the status stays Queued and the tooltip says so. It carries on by itself once that is back; if it takes long, ask an admin.
When you process a file again, search keeps using the old chunks until the new ones are ready. If the new run fails, the old chunks stay and the status is Failed.
Can search find it
Section titled “Can search find it”Open a file and click its status. The panel shows the three steps between the file and a search result:
- Processing: how many chunks came out, and any warnings.
- Index: whether the chunks are in the search index yet.
- Agent keys: how many agent keys can read the file. If none can, only people see it.
Each step is ✓ done, a clock for waiting, ⚠ for a retry, or ✕ for blocked. The first step that is not done is where the file dropped out. Below the steps, the panel names the preset that processed the file and whether it read the original or a PDF copy.
Open a document
Section titled “Open a document”Click a file’s name to open it. The page shows the original and the chunks side by side, so you can check what Sergo read against the file itself. Each pane has a menu to show either Original or Chunks.
- Both panes turn pages together. The link button between them, at the bottom, lets each pane turn on its own.
- A link from Search opens the page of the passage. The page number stays in the address, so a link you send opens the same page.
- Each chunk shows its number, its section heading (
§ …) when it has one, and its length. - Browsers can’t show Office files, so the Original pane shows the PDF copy Sergo made, marked PDF copy. If there is none yet, click Make a PDF copy. If making the copy failed, the pane says why and offers Try again. The download button lets you pick the original file or the PDF copy.
- For files without pages of their own, the Chunks pane is marked ≈ pages: the page numbers are estimates until the file has a PDF copy. See Supported files.
- Depending on how your install is set up, the original may load only when you click Load original.
A message above the panes tells you what to know before comparing: that processing failed, that it finished with warnings (such as empty pages, or pages a model declined), or that it is waiting.
How the chunks were made
Section titled “How the chunks were made”The Chunks pane names the preset that made them. Click it to see How these chunks were made: the preset, the processor and its version, the model if one was used, which file it read, when it finished, and every option it ran with. Options that differ from the processor’s default are marked Changed.
Processing history
Section titled “Processing history”Processing history, in the ⋮ menu, lists every run on the file: when it ran, what it cost, and how it ended, including runs that were cancelled or removed from search. A run that stopped once and ran again says “Stopped once (…) and ran again.”