Overview
Your business documents, accessible to your team and powering your AI.
LeanDocs and Files are where your company's knowledge lives. Everything you add here becomes part of what Lana knows about your business.
Two Ways to Build Your Knowledge Base
Documents You Create
LeanDocs are documents you build directly in LeanScaper AI. Use them for content you're creating from scratch or want to maintain over time.
Common uses:
SOPs and procedures
Company policies
Service descriptions
Marketing copy and messaging
Strategy documents
Meeting notes and plans
LeanDocs support real-time collaboration. Multiple people can edit the same document simultaneously, and changes save automatically.
Documents You Upload
Files are documents you bring in from outside: PDFs, Word docs, spreadsheets, and more. Upload what you've already created elsewhere.
Common uses:
Existing SOPs and handbooks
Safety manuals
Marketing materials
Proposals and templates
Industry guides and resources
Financial reports
Files get processed so Lana can learn from them. Upload what you have, and that knowledge becomes accessible through AI.
How This Powers Lana
When you ask Lana a question, she draws from two sources: general knowledge about landscaping and contracting, plus everything in your knowledge base.
The more you add, the more Lana knows about how YOUR company operates. A question like "what's our policy on overtime?" gets answered with your actual policy, not generic advice.
Your superpower: Use Lana to create better documentation. Then feed that documentation back to make Lana smarter. Then use that smarter Lana to create even better documentation. This is the exponential power of the AI loop.
New documents and files typically take a minute or two to become part of Lana's knowledge. You'll see a processing indicator while this happens.
Keeping Your Knowledge Base Accurate
Lana and your agents are only as smart as the content you provide. Accuracy matters more than volume.
The rule: Less accurate content beats lots of inaccurate content.
A small library of current, well-maintained documents works better than a massive collection of outdated material. If something is wrong in your knowledge base, Lana will confidently give wrong answers.
Make maintenance part of your routine:
When a process changes, update the LeanDoc
When you upload a new version, remove the old one
If you're not going to keep something current, consider leaving it out
Don't treat this as a dumping ground for every document you've ever created. Be intentional about what goes in, and commit to keeping it accurate.
Access Controls
Both LeanDocs and Files support access controls. You decide who on your team can see what.
Built-in roles:
Employee - General company information, non-financial
Finance Admin - Financial documents and reports
Admin - Full access to everything
Custom groups: If you've created crew groups or other custom groups, you can restrict documents to those groups as well.
Access controls affect what Lana knows when talking to different team members. If a document is restricted to Finance Admins, Lana won't reference that content when chatting with someone who doesn't have Finance Admin access.
When to Use Which
Creating something new
LeanDocs
Document needs ongoing updates
LeanDocs
Multiple people will edit together
LeanDocs
Bringing in existing material
Files
PDF or spreadsheet you want searchable
Files
Reference material that won't change
Files
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