---
title: "Library overview"
description: "How documents and datasets work, and who can manage them."
canonical: https://ocho.bot/docs/library/overview
last_updated: 2026-07-12
---

# Library overview

> How documents and datasets work, and who can manage them.

The Library is where your company's knowledge lives. In the sidebar it is the **LIBRARY** group, with two items:

- **Documents** — the individual documents Ocho indexes. The Source column

shows where each one came from: **Manual Upload** (files you upload),   **Integration** (synced from a connected tool such as Notion), or **In App**   (markdown documents written in Ocho). Ocho parses, chunks, and indexes each   one.

- **Datasets** — named collections of documents that chat and search query. A

document can belong to many datasets; attaching never copies or moves it —   upload once, attach to any dataset.

## Document lifecycle

Documents move through processing stages — Parsing, Extracting, Chunking, Embedding, Indexing — shown as per-stage progress while a document is in flight. Once processing finishes, the document's Lifecycle section shows just its state. States:

**State** · **Meaning**

Pending / Processing  —  Working through the pipeline

Draft  —  An in-app markdown document that hasn't been published yet

Indexed  —  Ready for datasets, chat, and search

Failed  —  Something went wrong; the document shows the error and a suggested fix (for example "Retry now" or "Enable Force OCR and rebuild")

## Dataset lifecycle

Datasets are built, not just filled. A journey stepper on each dataset walks you through: **Add documents → Build → Review → Use in chat**. States along the way:

**State** · **Meaning**

Draft  —  New; attach documents

Scanning / Proposed / Approved / Building  —  Ocho is analyzing content and constructing the search index

Live  —  Ready — chat and search can use it

Archived  —  Taken out of service; documents remain in the Library

Failed / Cancelled  —  The build stopped; you can retry

## Who can do what

Viewing documents, datasets, and knowledge graphs is open to everyone in your workspace. Changing things is role-gated, and the server enforces it — for example, an upload without the right role fails with "Upload failed: Requires super_rag_dataset_admin role":

- **Dataset administrators** create and build datasets, upload and delete

documents, and manage knowledge graphs.

- **Markdown editors** create and publish markdown documents.

See [Roles and permissions](/docs/administration/roles-and-permissions).

## Good to know

- Only **Live** datasets appear in the Search page's dataset map and the chat

Sources picker; draft datasets stay out of both until built.

- The Documents list doesn't show which datasets a document belongs to. To see

what's attached, open the dataset and use its Documents tab ("Attached   documents").

- Search-quality evaluations still run automatically after each dataset

build, but there is currently no way to view or manage them in the app —   the dataset's QA tab does not load a view.

## The pages

- [Upload documents](/docs/library/upload-documents)
- [Create and build datasets](/docs/library/create-and-build-datasets)
- [Manage datasets](/docs/library/manage-datasets)
- [Knowledge graphs](/docs/library/knowledge-graphs)
- [Markdown documents](/docs/library/markdown-documents)
- [Evaluate search quality](/docs/library/evaluate-search-quality)

All docs: https://ocho.bot/docs

---

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