Managing documents and evidence

Compliance work is mostly evidence work. Documents — policies, procedures, records, audit reports — are what gap analyses assess against and what agents read when they answer questions or draft changes. This guide covers getting documents into a project, organising them, and the versioning and states that keep your evidence auditable. Everything here is scoped to the project you are in; there is no cross-project document search.

Getting documents in

From the Documentation area’s Add menu you can bring evidence in three ways:

• Upload files directly — PDF, Word (.docx), PowerPoint (.pptx), Excel (.xlsx), HTML, and plain text. Drag them onto the page or pick them with the file browser. You can also drop a ZIP or RAR archive and Regnora will extract the files inside, optionally preserving the folder structure.
• Import from cloud — from Google Drive, picking the files you want to bring across.
• Request from someone — ask a supplier, a lab or a colleague for evidence they hold. They upload through a page of their own without a Regnora account, and their files arrive staged for you to review. See Requesting documentation from other people.

When you upload something that matches an existing document, Regnora asks how to resolve it rather than guessing — keep it as a new document, add it as a new version of the existing one, or skip it.

Manage: Documentation

What happens after upload

Every uploaded document is processed: Regnora extracts its text and indexes it so the AI can search your evidence by meaning, not just by filename. A document shows a processing state while this runs and becomes searchable once it completes. Large files take a little time; an analysis or agent will wait for processing to finish before relying on a document.

Organising into directories

You can group documents into directories (folders), nest them, and move documents between them. Directories are a convenience for you — they don’t change how the AI searches, which always spans the whole project’s evidence.

Getting documents out

A document’s Export menu offers:

• PDF — via your browser’s print dialog.
• Word (.docx) — for a Word document the exact file Regnora holds, unchanged. For every other document, its current content rendered server-side.
• Download original — the exact file you uploaded, unchanged and in its source format. Only shown for documents that came from an upload or import; AI-authored documents have no original.

You can also select several documents or directories in the documentation list and export them together — as Markdown or Word — which downloads as a ZIP.

Editing Word documents with AI

A .docx you upload stays a Word document: the file itself is what Regnora holds and shows, so the document page renders it with its own fonts, heading styles and layout rather than a converted copy. Its text is still extracted and indexed, so gap analyses and agents read it like any other evidence.

Because the file is the document, you don’t edit it in the browser, and inline comments are unavailable. There are two ways to change one:

• By hand — export it, edit it in Word, and upload the result as a new version.
• With the AI — Revise on the document’s page, select documents in the documentation list and use Revise with the agent, or ask the assistant in Chat. Tell the agent what to change and it edits the file as Word tracked changes.

Tracked changes are reviewed before anything is published. Each one is listed beside the document; Accept keeps a change and Reject drops it, and you can accept or reject all the pending changes at once. Only the changes you accepted become the document’s next version, so an agent never alters your evidence without your say-so.

Versioning and the audit trail

Documents are versioned. Re-uploading a policy creates a new version of the same logical document rather than a duplicate, and only one version is current at a time. Older versions stay available in the document’s version history, so you keep a full audit trail of how a policy changed.

Document states

A document is always in one of a few states:

• Staged — uploaded or proposed but not yet committed. This is the typical state when an upload needs a decision from you, when an agent has proposed a change for you to approve, or when somebody outside your organisation has answered a documentation request.
• Draft — a working document, not yet treated as live evidence.
• Active — live, indexed, and searchable; the evidence gap analyses assess against.
• Archived — kept for the record but out of the active set.

Understanding these matters most when an agent stages a change: the document sits in staged until you approve it, at which point it becomes part of your active evidence. See Drafting & revising documents for that flow.