Upload your parts catalog PDFs to a SecureAI knowledge base so the AI assistant can search, cross-reference, and answer questions about your catalog data.
Before You Upload
Not all PDFs are created equal. SecureAI indexes the text content inside a PDF. Keep these points in mind:
- Text-based PDFs (exported from a parts management system or created digitally) work best. The AI can read and search every part number, description, and specification.
- Scanned PDFs (images of printed pages) are not searchable by content unless they contain an OCR text layer. If your catalog was scanned from paper, run it through an OCR tool first (Adobe Acrobat, ABBYY FineReader, or a free alternative like OCRmyPDF).
- Very large PDFs (over 100 pages) may not be fully indexed. Split oversized catalogs into sections -- for example, by product line or manufacturer -- before uploading.
How to Upload
- Open your SecureAI workspace and navigate to Knowledge in the left sidebar.
- Select the knowledge base you want to add the catalog to, or create a new one.
- Click Upload Files and select your PDF.
- Wait for indexing to complete. Indexing may take a few minutes depending on file size. You will see a progress indicator.
Once indexed, the catalog content is available to the AI in any conversation that uses that knowledge base.
Tips for Best Results
Name Your Files Clearly
Use descriptive file names like dorman-brake-components-2026.pdf instead of catalog_v3_final.pdf. Clear names help you manage your knowledge base and help the AI understand the document's scope.
Split Large Catalogs
If your catalog covers multiple product categories, split it into separate PDFs per category. This improves indexing completeness and makes the AI's search results more focused.
Verify After Upload
After uploading, test the knowledge base with a few queries:
- "What is the part number for [specific component] in [catalog name]?"
- "List all brake pad options from [manufacturer]."
- "What are the specifications for part number [number]?"
If the AI cannot find information you know is in the catalog, the PDF may lack a text layer. Re-process it with OCR and re-upload.
Keep Catalogs Current
When you receive updated catalogs from suppliers, replace the old PDF in the knowledge base with the new version. Outdated catalog data leads to incorrect cross-references and discontinued part numbers.
Troubleshooting
| Problem | Likely Cause | Solution |
|---|---|---|
| AI cannot find parts listed in the PDF | PDF is a scanned image without OCR | Run OCR on the PDF and re-upload |
| Only partial catalog content is searchable | PDF exceeds 100 pages | Split into smaller files by section |
| Upload fails or times out | File too large or network issue | Check file size, retry on a stable connection |
| AI gives answers from wrong catalog | Multiple catalogs with overlapping content | Use separate knowledge bases per supplier, or include the catalog name in your query |
Next Steps
- Learn how to organize knowledge bases by supplier or product line for cleaner cross-referencing.
- See Supported File Formats for other document types you can upload.