What does PropKaki do with my files?
Updated 1 September 2026
The Short Answer
Three different things happen to a file. Every file you add is kept. A file is read when you point at it for a particular piece of work. And a file is only indexed — made searchable for future drafts — the first time you actually reference it. Nothing is read or indexed just for sitting there.
This is the question worth answering carefully, because kept, read and indexed are three different things.
Is every file I upload read?
No. Uploading keeps a file and nothing more.
A file sitting in Workspace → Files has not been opened, summarised or learned. It is stored, and it waits.
When is a file actually read?
When you point at it — attaching it to a message, or asking PropKaki to write from it.
That is a deliberate act each time. The file is read for that piece of work, and what it says goes into that draft.
What does indexed mean?
Indexed means PropKaki can find the file later without you naming it — so a draft about a particular condo can pull in the brochure you once used.
Indexing happens the first time you reference a file, not when you upload it. Up to 3 files are indexed per draft, newest first, so a big shelf indexes gradually as you use it rather than all at once.
Can I see which files have been used?
Yes. The list in Workspace → Files has a Used column.
It is also a filter: open Show and narrow by Source to Uploaded by Me, Saved from a Chat, From a Client or Made by PropKaki.
Do my clients see my files?
Only what you attach to a message you send them.
Your shelf is yours: 0 files on it are visible to a client, and none is shared with another agent. Attaching is the only thing that puts a file in front of somebody.