Document IQ - Tips and Troubleshooting
🎯 Getting the Best Results
Document IQ helps you find answers in your uploaded documents quickly. The better you organize your documents and phrase your questions, the more useful your answers will be.
This guide covers:
What types of documents work best - file formats and content that perform well
How to ask effective questions - get precise answers faster
Understanding answers - source citations and confidence levels
Document organization - naming and categorizing for better search
Common issues - solutions to frequent problems
📄 Document Best Practices
Setting up your document library correctly from the start saves time and improves answer quality.
Supported File Types
File Type | Best For | Notes |
SOPs, manuals, reports, certificates | Works best when text is selectable (not scanned images) | |
DOCX | Procedures, policies, guides | Excellent text recognition |
TXT | Simple text documents, notes | Fastest processing |
Documents That Work Best
Text-based PDFs - Documents where you can highlight and copy text perform much better than scanned images
Well-structured content - Documents with clear headings, sections, and numbered lists
Consistent formatting - Standard fonts and layouts without complex design elements
Focused content - Documents covering specific topics rather than general overviews
💡 Tip: If your PDF was created by scanning paper documents, use OCR software to convert it to searchable text first. This dramatically improves search accuracy.
Documents That May Be Challenging
Scanned images without OCR - Text in images cannot be read
Complex tables and charts - Data-heavy visuals may not be interpreted correctly
Handwritten notes - Handwriting is not recognized
Password-protected files - These cannot be processed
Organizing Your Documents
Good organization makes it easier to find answers and helps Document IQ understand context.
Use Clear, Descriptive Names
Instead of... | Try... |
SOP_v3_final.pdf | SOP-Harvesting-Procedures-2024.pdf |
Document1.docx | Drying-Room-Temperature-Guidelines.docx |
scan_001.pdf | Health-Canada-License-Certificate.pdf |
Include Key Information in Filenames
Document type (SOP, Manual, Policy, Guide)
Topic or department
Version or date if applicable
Keep Documents Focused
Several focused documents perform better than one massive document. If you have a 200-page operations manual, consider uploading it as separate sections:
Cultivation-SOPs.pdf
Processing-SOPs.pdf
Quality-Control-SOPs.pdf
Packaging-SOPs.pdf
💬 Asking Effective Questions
The way you phrase your question directly affects the quality of your answer.
Good Question Characteristics
Specific - Ask about one topic at a time
Clear - Use the same terminology as your documents
Contextual - Include relevant details when helpful
Question Examples
Less Effective | More Effective | Why It Works Better |
"What are the rules?" | "What are the temperature requirements for the drying room?" | Specifies the exact topic |
"Tell me about harvesting" | "What is the step-by-step process for harvesting cannabis plants?" | Asks for specific information format |
"SOP info" | "What PPE is required according to our extraction SOP?" | References the document type and specific detail needed |
"How long?" | "How long should plants stay in the curing room according to our procedures?" | Provides context and specifies the source |
Types of Questions That Work Well
Procedural Questions
"What are the steps for sanitizing equipment?"
"How do I calibrate the moisture meter?"
"What is the process for receiving inventory?"
Compliance Questions
"What records must be kept for waste disposal?"
"What are the security requirements for the vault?"
"How often must we conduct inventory reconciliation?"
Reference Questions
"What is the acceptable humidity range for storage?"
"Who is responsible for approving batch releases?"
"What training is required for new employees?"
💡 Pro Tip: If your first question does not give you what you need, try rephrasing it. Use different words or add more context. You can also ask follow-up questions to dig deeper into a topic.
✨ Tips for Better Answers
Get more accurate and useful responses with these proven strategies.
Use Document Terminology
Match the words used in your documents. If your SOP says "decontamination procedure," use that phrase rather than "cleaning process."
Ask One Thing at a Time
Instead of "What are the temperature, humidity, and light requirements for the flower room?" try asking each separately for more detailed answers.
Reference Document Types
Mentioning the type of document can help focus the search:
"According to our quality SOPs..."
"Based on the employee handbook..."
"What does our security policy say about..."
Be Specific About What You Need
"List the steps for..." - Gets a numbered procedure
"What is the requirement for..." - Gets a specific rule or guideline
"Summarize the section about..." - Gets an overview
"What are all the instances of..." - Gets a comprehensive list
Use Follow-up Questions
After getting an initial answer, you can ask follow-up questions to:
Get more detail on a specific point
Ask about related topics
Clarify something that was unclear
📖 Understanding Answers
Know how to interpret the answers you receive and when to dig deeper.
Source Citations
Document IQ shows you where answers come from. Look for:
Document name - Which file contained the information
Relevant sections - The specific parts that were used
Always review the source references to verify the answer is based on the right document and section.
When the Answer Says "I Don't Know"
If Document IQ cannot find an answer, it means:
The information is not in your uploaded documents
The question might use different terminology than your documents
The topic may be spread across multiple documents in a way that is hard to connect
What to do:
Try rephrasing your question using different words
Check that the relevant document has been uploaded
Review your document to confirm the information exists
Ask a more specific or narrower question
Verifying Answers
Document IQ is designed to help you find information quickly, but you should:
Check the source citation to confirm the answer comes from the right document
Review the original document for critical compliance or safety decisions
Use Document IQ as a starting point, not the final word on important matters
⚠️ Important: Always verify critical compliance, safety, or legal information by reviewing the source document directly. Document IQ is a productivity tool, not a replacement for careful document review.
❓ Troubleshooting
Quick solutions to common issues.
I am not getting relevant answers
Try these solutions:
Rephrase your question using words from your actual documents
Be more specific about what information you need
Check that the relevant document has been uploaded and processed
Break complex questions into simpler, single-topic questions
The answer is incomplete
What to do:
Ask a follow-up question for more detail
Rephrase to be more specific about the information you need
Check if the information is spread across multiple documents
Document upload failed
Common causes and fixes:
File too large - Try splitting into smaller documents
Unsupported format - Convert to PDF, DOCX, or TXT
Password protected - Remove password protection before uploading
Corrupted file - Try re-exporting or re-saving the document
Answers reference the wrong document
Solutions:
Use more specific terminology in your question
Reference the document type or name in your question
Review document names to ensure they are descriptive and distinct
Search is slow
Tips to improve performance:
Ask more specific questions
Remove outdated or duplicate documents from your library
Wait for document processing to complete before searching
I cannot access Document IQ
This feature requires permission. Contact your system administrator to request access to Document IQ.
💬 Still stuck? Contact GrowerIQ support and include:
The question you asked
What answer you received (or expected)
The name of the document that should contain the answer
Our team is happy to help you get the most from Document IQ.