PDF Memory

Hana PDF memories turn long-form PDF documents into searchable knowledge that Hana can reference in chats, and reports. This page focuses on how to ingest pdf memory in the dashboard.

At a Glance

• Purpose: Keep handbooks, playbooks, contracts, and other PDFs available for quick answers during conversations with Hana in chats.
• Where it lives: The Memories area of the Hana dashboard under the PDF Memory tab.
• Who can add PDFs: Organization Admins.
• Plan access: Available on every plan, with usage limits based on the plan. Pro tiers unlock enhanced text extraction for richer results.

Requirements & Limits

Requirement	Details
File type	PDF only.
Maximum file size	50 MB per file. Larger uploads are declined before scanning.
Maximum length	Up to 1,000 pages per PDF.
Virus scan	Every upload is automatically scanned. Infected files are blocked for safety.
Storage	Each upload consumes memory quota. Upgrade to Pro plan for unlimited access

info

Hana processes your PDF, extracts the text, and stores the resulting snippets—not the original file. You can see all the ingested details of PDF content

Prepare Your PDF

Name the file descriptively. Hana uses the file name as the default memory title, so choose something meaningful (for example, Customer Onboarding Handbook – 2024).

Upload a PDF Memory

1. Select Memories in the left navigation and open the PDF Memory tab to see recent uploads.

2. Drag your PDF onto the upload card or click the card to pick a file. The uploader confirms the size and page limits for you.

3. Add optional Use Case Instructions in the confirmation window so Hana knows how to use the content (for example, “Use this when customers ask about our 2024 roadmap”).

4. Choose Submit to start ingestion. A success toast lets you know the upload is underway.

You can continue using the dashboard while ingestion runs in the background.

Watch the Ingestion Status

Each PDF memory shows a status badge so you know what is happening:

• In Progress – Hana is still reading the file.

• Ingested – Everything is complete and ready to use.

• Aborted – You can stop ingestion mid-process if you choose to cancel; otherwise no action is needed.

• Error – The upload stopped due to an unforeseen reason. Either re-ingest the PDF or contact us for assistance

The list refreshes automatically while a file is processing, and you can press Refresh at any time.

Manage Existing PDF Memories

After ingestion finishes, open the actions menu (three dots) on any row to:

• View Chunks – Review the snippets created from the PDF.

  • Select View Chunks

  

  • You can see the list of ingested pdf data

  

  • You can search over the list of ingested pdf data

  

  • You can update the ingested PDF data by clicking the ✏️ icon next to the specific entry.

  

  • Click “Save” to update the data.

  

• Edit Title – Update the display name that appears in the table and search.

• Edit Instructions – Tweak the guidance you entered during upload if priorities change.

• Abort – Stop an ingestion that is stuck or no longer needed (available only while it is still in progress).

• Delete – Remove the PDF memory entirely when it is out of date.

How Hana Uses the PDF

• Searchable memory: Once the status shows Ingested, the document’s text becomes part of your organization’s knowledge base.
• Chat experience: Teammates can mention Hana in Google Chat to ask about the PDF’s content. Hana cites the memory automatically when answers rely on it.

Search, Filters, and Quotas

• Use the search bar above the table to quickly find a document by name.

• Filter by ingestion status or memory level using the drop-down menus.

• Check the quota panel to see how many PDF memories your organization currently uses.

Troubleshooting

Situation	What to try
Upload fails immediately	Confirm the file is a PDF under 50 MB and 1,000 pages.
Status stays “In Progress”	Refresh the page after a few minutes. Large PDFs can take longer; contact support if it exceeds an hour.
Error after scanning	Make sure the file is not infected with a virus, or contact us.
Hana ignores the PDF in chat	Make sure the status is Ingested and that the conversation is in the same organization. Ask a specific question referencing the document’s topic.

Tips for Success

• Keep versions tidy. Delete outdated PDFs after uploading a new revision to avoid conflicting guidance.
• Use consistent titles. Match memory names with the language your team uses day to day (“Sales Playbook” instead of abbreviations).
• Coordinate with your team. Let coworkers know when new PDFs are available so they can start using the content right away.