Dev

docs/features/chat-features/chatshare.md

@@ -113,38 +113,6 @@ Once deleted, the shared link will no longer be valid, and users will not be abl
 
 ### Managing Shared Chats
 
-Open WebUI provides a centralized dashboard to manage every chat conversation you have shared. This feature allows users to audit their shared content and quickly revoke access if needed.
+Open WebUI provides a centralized dashboard to manage every chat conversation you have shared. From there you can search through your shared history, re-copy links, or revoke access instantly.
 
-#### Accessing the Management Dashboard
-
-1. Click on your **profile name** or avatar in the bottom-left corner of the sidebar.
-2. Select **Settings** from the menu.
-3. Navigate to the **Data Controls** tab.
-4. Locate the **Shared Chats** row and click the **Manage** button.
-
-#### Dashboard Features
-
-The **Shared Chats** modal provides a unified interface for your public content:
-
-- **Centralized List**: View all conversations that have an active share link.
-- **Search & Filter**: Quickly find specific shared chats by title. The search bar includes a **500ms debounce** to ensure smooth performance while typing.
-- **Advanced Sorting**: Organize your shared history by:
-  - **Updated At** (Default)
-  - **Title**
-- **Copy Link**: Use the **Clipboard icon** next to any entry to instantly copy the share URL back to your clipboard.
-- **Revoke Access (Unshare)**: Use the **Unshare icon** (represented by a slashed link) to deactivate a share link.
-    - :::warning
-      Revoking access immediately invalidates the link. Anyone attempting to visit the URL will receive a "Not Found" error. This action is permanent, though you can generate a *new* unique link by sharing the chat again from the main interface.
-      :::
-- **Pagination**: Efficiently browse through your history using the "Load More" functionality at the bottom of the list.
-
-### Shared Management FAQ
-
-**Q: Does unsharing a chat delete the original conversation?**  
-**A:** No. Unsharing only deletes the public link. Your original chat history remains completely intact.
-
-**Q: Can I manage chats I've shared on the community platform here?**  
-**A:** No. This dashboard manages links generated on your local instance. For community-shared content, see [Deleting Shared Chats](#deleting-shared-chats).
-
-**Q: If I delete my original chat, what happens to the shared link?**  
-**A:** Deleting a chat also immediately invalidates and deletes any associated share links.
+For details on the management dashboard, see [Shared Chats Management](/features/data-controls/shared-chats).

docs/features/data-controls/archived-chats.md

@@ -0,0 +1,42 @@
+---
+sidebar_position: 3
+title: "📦 Archived Chats"
+---
+
+Open WebUI allows you to archive conversations to declutter your sidebar while preserving them for future reference. The **Archived Chats** dashboard lets you manage all your archived conversations in one place.
+
+## Accessing Archived Chats
+
+1. Click on your **profile name** or avatar in the bottom-left corner of the sidebar.
+2. Select **Settings** from the menu.
+3. Navigate to the **Data Controls** tab.
+4. Locate the **Archived Chats** row and click the **Manage** button.
+
+## Dashboard Features
+
+The **Archived Chats** modal provides tools to manage your archived conversations:
+
+- **Search**: Quickly find archived chats by title using the search bar.
+- **Restore**: Bring an archived chat back to your main sidebar.
+- **Delete**: Permanently remove an archived chat from your account.
+
+## Bulk Operations
+
+From the Data Controls tab, you can also perform bulk operations:
+
+- **Archive All Chats**: Move all your current conversations to the archive at once. This is useful for periodic cleanup.
+- **Delete All Chats**: Permanently remove all conversations (both active and archived). 
+  - :::warning
+    This action cannot be undone. All chat history will be permanently deleted.
+    :::
+
+## FAQ
+
+**Q: Can I search within archived chats?**  
+**A:** The archive dashboard searches by chat title. To search within message content, you would need to restore the chat first.
+
+**Q: Is there a limit to how many chats I can archive?**  
+**A:** There is no hard limit. The scalability depends on your database configuration.
+
+**Q: Do archived chats still use storage?**  
+**A:** Yes. Archived chats remain in your database. To free up space, you must permanently delete them.

docs/features/data-controls/files.md

@@ -0,0 +1,65 @@
+---
+sidebar_position: 5
+title: "📁 File Management"
+---
+
+Open WebUI provides a comprehensive file management system that allows you to upload, organize, and utilize your documents across various features like Knowledge Bases and RAG.
+
+## Centralized File Manager
+
+The **Centralized File Manager** provides a unified interface to view, search, and manage every file you have uploaded to your Open WebUI instance, whether it was uploaded directly to a chat or into a Knowledge Base.
+
+### Accessing the File Manager
+
+1. Click on your **profile name** or avatar in the bottom-left corner.
+2. Select **Settings** from the menu.
+3. Navigate to the **Data Controls** tab.
+4. Locate the **Manage Files** row and click the **Manage** button.
+
+### Key Features
+
+The File Manager modal offers several powerful tools for maintaining your data:
+
+- **Universal Search**: Quickly find any file by its filename using the integrated search bar.
+- **Advanced Sorting**: Organize your file list by:
+  - **Filename**: Sort alphabetically to find specific documents.
+  - **Created At**: See your most recent uploads or find older files.
+- **File Details**: View important information at a glance, including:
+  - **File Size**: See how much space each document occupies (e.g., KB, MB).
+  - **Upload Date**: Track when each file was added to your instance.
+- **Built-in Viewer**: Click on any file to open the **File Item Viewer**, which displays the file's metadata and specific details (such as size and type).
+- **Safe Deletion**: Easily remove files you no longer need.
+  - :::info **Knowledge Base Cleanup**
+    When you delete a file through the File Manager, Open WebUI automatically performs a deep cleanup. It removes the file from all associated Knowledge Bases and deletes its corresponding vector embeddings, ensuring your database stays clean and efficient.
+    :::
+
+## Using Files in Open WebUI
+
+Files are at the heart of the platform's advanced capabilities:
+
+### 1. Retrieval Augmented Generation (RAG)
+By uploading documents (PDFs, Word docs, text files, etc.), you can ground your AI's responses in your own data.
+- **Chat Uploads**: Simply drag and drop files into a chat or use the upload icon.
+- **Knowledge Bases**: Add files to structured collections for more permanent and organized retrieval.
+
+### 2. File Metadata
+Every file carries metadata that helps both you and the AI understand its context. This includes content type, original filename, and size.
+
+## Best Practices
+
+- **Naming Conventions**: Use clear, descriptive filenames. This improves the accuracy of the File Manager's search and helps you identify specific documents.
+- **Regular Audits**: Periodically use the **Manage Files** dashboard to delete old or redundant documents. This saves disk/database space and improves the performance of your system by ensuring only relevant data is retained.
+
+## FAQ
+
+**Q: If I delete a file, is it gone from my chats?**  
+**A:** Yes. Deleting a file via the File Manager removes it from the system entirely. Any chat that referenced that file using RAG will no longer be able to pull information from it.
+
+**Q: Can I download my files back from the File Manager?**  
+**A:** Currently, the File Manager focuses on viewing metadata and management (deletion). To download a file, you should typically access it from the original chat or Knowledge Base where it was used.
+
+**Q: Are there limits on the number of files I can manage?**  
+**A:** There is no hard-coded limit in Open WebUI. The scalability depends on your storage (disk/S3) and your Vector Database (e.g., ChromaDB, PGVector).
+
+**Q: Does managing files require Admin privileges?**  
+**A:** Regular users can manage their *own* uploaded files. Administrators have additional tools to manage global files and configuration via the Admin Panel.

docs/features/data-controls/import-export.md

@@ -0,0 +1,50 @@
+---
+sidebar_position: 4
+title: "💾 Import & Export"
+---
+
+Open WebUI provides tools to backup your chat history and restore it later, or migrate conversations from other platforms.
+
+## Accessing Import & Export
+
+1. Click on your **profile name** or avatar in the bottom-left corner of the sidebar.
+2. Select **Settings** from the menu.
+3. Navigate to the **Data Controls** tab.
+4. Use the **Import Chats** or **Export Chats** buttons.
+
+## Exporting Chats
+
+Click the **Export Chats** button to download all your conversations as a JSON file. This backup includes:
+
+- All chat messages and their metadata
+- Model information used in each conversation
+- Timestamps and conversation structure
+
+:::tip Regular Backups
+It's a good practice to periodically export your chats, especially before major updates or migrations.
+:::
+
+## Importing Chats
+
+Click the **Import Chats** button and select a JSON file to restore conversations. Open WebUI supports importing from:
+
+- **Open WebUI exports**: Native JSON format from previous exports
+- **ChatGPT exports**: Conversations exported from OpenAI's ChatGPT
+- **Other compatible formats**: JSON files following the expected structure
+
+### Import Behavior
+
+- Imported chats are added to your existing conversations (they don't replace them)
+- Duplicate detection may vary based on chat IDs
+- If using ChatGPT exports, the format is automatically converted
+
+## FAQ
+
+**Q: Will importing chats overwrite my existing conversations?**  
+**A:** No. Imported chats are added alongside your existing conversations.
+
+**Q: Can I import chats from Claude, Gemini, or other platforms?**  
+**A:** Currently, native import support is available for Open WebUI and ChatGPT formats. Other platforms may require manual conversion to the expected JSON structure.
+
+**Q: Is there a size limit for imports?**  
+**A:** There's no hard-coded limit, but very large files may take longer to process. The practical limit depends on your server configuration and available memory.

docs/features/data-controls/index.mdx

@@ -0,0 +1,13 @@
+---
+sidebar_position: 15
+title: "Data Controls"
+---
+
+The **Data Controls** section in Open WebUI provides tools for managing your personal data, including files, shared content, and chat history. Access it via **Settings > Data Controls**.
+
+## Resources
+
+- [📁 File Management](./files.md) - Centralized management for all your uploaded documents
+- [🔗 Shared Chats](./shared-chats.md) - Manage and revoke access to your shared chat links
+- [📦 Archived Chats](./archived-chats.md) - Restore or permanently delete archived conversations
+- [💾 Import & Export](./import-export.md) - Backup and restore your chat history

docs/features/data-controls/shared-chats.md

@@ -0,0 +1,44 @@
+---
+sidebar_position: 2
+title: "🔗 Shared Chats"
+---
+
+Open WebUI provides a centralized dashboard to manage every chat conversation you have shared. This feature allows users to audit their shared content and quickly revoke access if needed.
+
+:::info
+This page documents the **management dashboard** for shared chats. For information on how to share chats, see [Chat Sharing](/features/chat-features/chatshare).
+:::
+
+## Accessing the Management Dashboard
+
+1. Click on your **profile name** or avatar in the bottom-left corner of the sidebar.
+2. Select **Settings** from the menu.
+3. Navigate to the **Data Controls** tab.
+4. Locate the **Shared Chats** row and click the **Manage** button.
+
+## Dashboard Features
+
+The **Shared Chats** modal provides a unified interface for your public content:
+
+- **Centralized List**: View all conversations that have an active share link.
+- **Search & Filter**: Quickly find specific shared chats by title. The search bar includes a **500ms debounce** to ensure smooth performance while typing.
+- **Advanced Sorting**: Organize your shared history by:
+  - **Updated At** (Default)
+  - **Title**
+- **Copy Link**: Use the **Clipboard icon** next to any entry to instantly copy the share URL back to your clipboard.
+- **Revoke Access (Unshare)**: Use the **Unshare icon** (represented by a slashed link) to deactivate a share link.
+    - :::warning
+      Revoking access immediately invalidates the link. Anyone attempting to visit the URL will receive a "Not Found" error. This action is permanent, though you can generate a *new* unique link by sharing the chat again from the main interface.
+      :::
+- **Pagination**: Efficiently browse through your history using the "Load More" functionality at the bottom of the list.
+
+## FAQ
+
+**Q: Does unsharing a chat delete the original conversation?**  
+**A:** No. Unsharing only deletes the public link. Your original chat history remains completely intact.
+
+**Q: Can I manage chats I've shared on the community platform here?**  
+**A:** No. This dashboard manages links generated on your local instance. For community-shared content, see [Deleting Shared Chats](/features/chat-features/chatshare#deleting-shared-chats).
+
+**Q: If I delete my original chat, what happens to the shared link?**  
+**A:** Deleting a chat also immediately invalidates and deletes any associated share links.

docs/features/index.mdx

@@ -19,9 +19,9 @@ import { TopBanners } from "@site/src/components/TopBanners";
 
 - 🔐 **SCIM 2.0 Provisioning**: Enterprise-grade user and group provisioning through SCIM 2.0 protocol, enabling seamless integration with identity providers like Okta, Azure AD, and Google Workspace for automated user lifecycle management. [Read the SCIM Guide](/features/auth/scim).
 
-- 📂 **Centralized File Management**: A unified dashboard to search, view, and manage all your uploaded documents in one place. Includes automated cleanup of Knowledge Base associations and vector embeddings when deleting files. [Learn about File Management](/features/workspace/files).
+- 📂 **Centralized File Management**: A unified dashboard to search, view, and manage all your uploaded documents in one place. Includes automated cleanup of Knowledge Base associations and vector embeddings when deleting files. [Learn about File Management](/features/data-controls/files).
 
-- 💬 **Shared Chat Management**: A centralized interface to audit every conversation you've ever shared. Easily search through your shared history, re-copy links, or revoke (unshare) access instantly from a single location. [Learn about Chat Sharing](/features/chat-features/chatshare#managing-shared-chats).
+- 💬 **Shared Chat Management**: A centralized interface to audit every conversation you've ever shared. Easily search through your shared history, re-copy links, or revoke (unshare) access instantly from a single location. [Learn about Shared Chats](/features/data-controls/shared-chats).
 
 - 📱 **Responsive Design**: Enjoy a seamless experience across desktop PCs, laptops, and mobile devices.
 

docs/features/rag/index.md

@@ -18,7 +18,7 @@ One of the key advantages of RAG is its ability to access and integrate informat
 Local documents must first be uploaded via the Documents section of the Workspace area to access them using the `#` symbol before a query. Click on the formatted URL in the that appears above the chat box. Once selected, a document icon appears above `Send a message`, indicating successful retrieval.
 
 :::tip Bulk File Management
-Need to clean up multiple uploaded documents or audit your storage? You can now use the centralized **[File Manager](/features/workspace/files)** located in **Settings > Data Controls > Manage Files**. Deleting files there will automatically clean up their corresponding RAG embeddings.
+Need to clean up multiple uploaded documents or audit your storage? You can now use the centralized **[File Manager](/features/data-controls/files)** located in **Settings > Data Controls > Manage Files**. Deleting files there will automatically clean up their corresponding RAG embeddings.
 :::
 
 You can also load documents into the workspace area with their access by starting a prompt with `#`, followed by a URL. This can help incorporate web content directly into your conversations.