Uploading files and what the AI can read
Attach PDFs, Word, PowerPoint, Excel, text and audio files — not just pictures — and learn exactly how much of each file your AI can read back, page by page.
Kaizendex keeps your files, not just your photos. A PDF, a Word or PowerPoint document, an Excel sheet, a plain text / Markdown / CSV / JSON file, or an audio recording can be attached to any entry the same way a picture can — and once it's in, it's read, remembered by where things are inside it, and searchable.
What you can attach
| Kind | Files | Size limit |
|---|---|---|
| Pictures | PNG, JPEG, WebP, GIF, SVG | 10 MB (SVG 2 MB) |
| Video | MP4, WebM | 50 MB |
| Documents | PDF, Word (.docx), PowerPoint (.pptx), Excel (.xlsx), .txt, .md, .csv, .json | 25 MB |
| Audio | MP3, M4A, WAV, OGG, WebM | 50 MB |
The file keeps its original name — "Lease 2026.pdf" stays "Lease 2026.pdf" — so you can find it by name later. Other types (zip archives, installers, unknown formats) are refused at the picker with a message saying why, rather than uploaded and then ignored.
What happens after you upload
Within about a minute the file is processed in the background — nothing waits on it, your entry saves and syncs as usual:
- A short description is written (the "what is this" line — see Files get a description you can edit).
- The file's text is pulled out — a PDF's pages, a document's paragraphs, a spreadsheet's rows, a recording's transcript, the words in a photo.
- That text is stored as pieces that remember where they came from: page 7, sheet "Q3" rows 12–40, 14:20–14:50 of the recording, paragraphs 4–9.
- The language of the text is detected, and a coverage record says exactly how much of the file was read.
Every one of those facts — status, language, coverage, which model, when — is stored on the file itself, so nothing about what the AI knows of your file is hidden.
How much of a file is read
| File | What is read | What is not (yet) |
|---|---|---|
| PDF with real text | Every page | — |
| Scanned PDF (pictures of pages) | Up to 30 scanned pages per run, page by page | Pages past the 30th — the file is marked partial and says which pages are still unread |
| Word / PowerPoint | Every paragraph / every slide | Pictures inside the document; speaker notes |
| Excel | Every non-empty row of every sheet | Formulas (their results are kept), styles, charts |
| Text, Markdown, CSV, JSON | The whole file | — |
| Audio | The whole recording, transcribed, in 30-second stretches | Who was speaking (only when the transcriber can tell) |
| Video | The cover frame is described | The soundtrack is not transcribed yet — the file is marked partial |
| Photos | Any legible text in the picture | — |
A file whose reading stopped short is marked partial, and the note beside it says why. A file that could not be read at all is marked failed with the reason — and your original file is untouched either way.
What the AI can read back
When you ask the assistant about a file, it has a tool that reads the file itself, piece by piece — the page, the rows, the minute of the recording — and it always knows whether it has read all of it. It is told, plainly, never to present a slice as the whole file: if a PDF is 80 pages and it has read 30, it says so. Reading an entry's fields and notes is a different, lighter tool that does not open attached files — so "read this entry" never silently means "read the PDF on it".
Search works the same way: a result that comes from inside a file points at the exact place — page 7 — and the assistant can jump straight there.
Fixing the text yourself
If the extracted text is wrong — a scan read badly, a name misspelled in a transcript — you can correct it. Your text then becomes the truth: the assistant reads your version from then on, search updates, and re-processing the file later will not overwrite your correction unless you explicitly ask it to.
You can also ask for a file to be processed again at any time (after a better reader ships, say). The original bytes are always kept, so nothing is ever lost by trying again.
Both live in Files & Photos: every file is a row there, with its status, language, coverage, text and more as columns you can choose, sort and filter — and the row's ⋯ menu holds Read text (to correct it) and Reprocess file.