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Uploading Files and Media

Upload evidence to a workspace to make it available for review, search, and analysis. In the workspace tree, open the target folder, then use one of these methods:

  • Upload from the menu: Right-click the folder and select Upload file, then choose one or more files.
  • Drag and drop: Drag files from your desktop and drop them into the workspace folder.

After you upload a file, Octostar initiates a processing pipeline to make the content usable across the platform. This processing generally involves extracting metadata, such as file type, timestamps, and EXIF data when available. It also includes generating searchable text, using OCR for scanned documents and transcription for audio or video files when enabled. Additionally, AI-based enrichment is applied, including entity extraction and semantic indexing. The output is used to power full-text search, semantic search, AI Chat with context, and apps.

Each file shows a small status indicator in the workspace:

  • Green — processing completed successfully. The file is ready to search and use in apps.
  • Blue — processing is in progress. Large files may take longer to finish.
  • Red — processing failed. The file may not be searchable or usable for AI features. If this persists, contact your Octostar administrator.

Tip: If a file is stuck in Blue or remains missing from Search after it turns Green, refresh the folder using Force re-index (available from the Context Menu) or ask an administrator to check the processing pipeline for errors.