Department Admin Guide

A Department Admin is a department head: you manage the people and documents within your own department(s). Your workspace centers on Users and Documents, and (on the chat screen) the primary rail auto-collapses so you get more room to work.

Managing members

From your department's Members panel:

• Add members — choose from your site's staff. (Super Admins are never listed and cannot be added.)
• Invite users — you may invite new Users into your department(s).
• You manage memberships within your department(s); appointing other Department Admins is a Site Admin action.

Uploading & managing documents

From Documents, you upload and maintain your department's knowledge base. Each document belongs to exactly one department and, once ingested, becomes retrievable (with citations) by that department's members.

Mandatory, explicit department selection (data safety)

To prevent a sensitive file from ever landing in the wrong access group, the documents screen never pre-selects a department:

• On load, the department control reads "Select a department…" and the upload area and document list are not shown — you see a prompt to choose a department first.
• Only after you explicitly pick a department does its document list load and the upload dropzone become available.
• Switching sites/scopes resets the selection to none rather than silently defaulting.

This is a PDPA data-safety guardrail (Feature F22): an explicit choice makes a mis-filed upload impossible.

Uploading

Drag & drop (or browse) a PDF, Word (DOCX), or text/Markdown file into the dropzone (up to 25 MB), optionally give it a title, and it uploads to the selected department.

Reading indexing / status badges

After upload, each document shows its ingestion status:

• uploaded → just received, queued for processing.
• processing → being parsed, chunked, embedded, and indexed.
• ready → searchable; shows a chunk count (how many retrievable pieces were indexed).
• failed → shows a failure reason; use Retry to re-run ingestion.

Only ready documents are retrievable by the assistant. You can also rename, replace (upload a new file, re-running ingestion), download, or delete a document.

What you can't do

• You act only within your own department(s) — no site-wide branding, department lifecycle, or cross-department document access.
• You can't appoint other Department Admins (Site Admin only).