SmartU Business
Technology Solutions That Drive Your Success
Supa Portal
Guide
A step-by-step guide to uploading, managing, and ingesting your business documents into the AI system — no technical experience required.
For Business Users
What is the Supa Portal?
The Supa Portal is your private workspace for feeding documents into your AI Chatbot. When you upload a file and ingest it, the AI reads and learns from it — so it can answer your customers’ questions using your real business content. Think of it as training your AI with your own knowledge base.
The Supa Portal is your private workspace for feeding documents into your AI Chatbot. When you upload a file and ingest it, the AI reads and learns from it — so it can answer your customers’ questions using your real business content. Think of it as training your AI with your own knowledge base.
1
Signing In
Access your portal with your assigned account
1
Open the Supa Portal link in any web browser: https://smartubusiness.com.au/supa-portal/
2
Enter your Email address — this is the email your administrator used to create your account.
3
Enter your Password, then click the Sign in button. You can also press
Enter on your keyboard.4
If you forgot your password, enter your email first, then click Forgot password. A reset link will be sent to your inbox.
The Sign In screen — enter your email and password to access your portal
Tip: Your account is created by your SmartU Business administrator. If you don’t have login details yet, contact your administrator to set up your account.
2
Dashboard Overview
What you see after signing in
Once signed in, you’ll see your main dashboard with two panels — a control panel on the left and a files list on the right.
Your dashboard after signing in — control panel on the left, files list on the right
A
Top counters — Shows your total files, how many are currently processing, and any failures at a glance.
B
Left panel — Upload files and control ingestion (start processing, delete, or remove data).
C
Right panel — Browse all your uploaded files, see their status, search, and select them for actions.
3
Uploading Files
Add documents to your portal
Uploading a file adds it to your portal storage. The AI does not read it yet — that happens during Ingestion (Section 5). Think of this as putting documents in a filing cabinet first.
Supported file types:
.PDF
.DOCX
.XLSX
.XLS
.CSV
.TXT
.MD
.PNG
.JPG
.JPEG
.WEBP
.GIF
Maximum file size: 50 MB per file. You can upload multiple files at once.
The upload area — drag files directly onto it, or click “Choose file” to browse
1
Option A — Drag & Drop: Open your file explorer, find your document, and drag it directly onto the dashed upload area.
2
Option B — Choose File: Click the Choose file button, browse your computer, and select one or more files.
3
Click the Upload button. Once done, your file appears in the Files list with status Not Requested.
Tip: You can select multiple files at once when using “Choose file” — hold
Ctrl (Windows) or Cmd (Mac) to select more than one.
New — Upload images, not just documents
You can now add images to your knowledge base through the Supa Portal, alongside your documents. Supported image types are PNG, JPG, JPEG, WEBP and GIF. The system automatically reads the text and information inside the image for you — there’s no need to retype anything. That information is added straight to your AI chatbot’s knowledge, so the chatbot can answer questions based on what’s in the image — for example a class timetable, price list, flyer or poster. Using it: just upload the image the same way as any other file (drag & drop, or “Choose file”). It’s processed automatically and appears in your knowledge base once done — then ingest it like any other file (Section 5).
You can now add images to your knowledge base through the Supa Portal, alongside your documents. Supported image types are PNG, JPG, JPEG, WEBP and GIF. The system automatically reads the text and information inside the image for you — there’s no need to retype anything. That information is added straight to your AI chatbot’s knowledge, so the chatbot can answer questions based on what’s in the image — for example a class timetable, price list, flyer or poster. Using it: just upload the image the same way as any other file (drag & drop, or “Choose file”). It’s processed automatically and appears in your knowledge base once done — then ingest it like any other file (Section 5).
4
Understanding File Statuses
What each status badge means
Every file in your portal has a status badge showing where it is in the process:
NOT REQUESTED
Uploaded but the AI hasn’t read it yet.
PENDING
Ingestion requested and waiting to start.
PROCESSING
The AI is currently reading this file.
DONE
AI has learned from this file successfully.
FAILED
Something went wrong. Try again or contact support.
Normal flow: Not Requested → Pending → Processing → Done. A file only becomes useful to the AI once it shows Done.
5
Ingesting Files
Teaching your AI with your documents
Ingestion is the process of the AI reading your uploaded files and learning from their content. After ingestion, your AI Chatbot can answer customer questions using the information in those documents.
Select files using checkboxes, then click “Ingest selected” to start the AI learning process
1
In the Files list, tick the checkbox next to the file(s) you want the AI to learn from.
2
Click Ingest selected in the left panel. The status will change to Pending, then Processing.
3
Wait for the status to change to Done. This can take from a few seconds to a few minutes depending on file size.
4
Once Done, your AI Chatbot will use the content from that file when answering customer questions.
Note: You cannot ingest a file already marked Done. To re-ingest, first remove the ingested data (Section 6), then ingest again.
6
Removing Ingested Data
When you need to update or replace a document’s content
“Remove ingested data” tells the AI to forget what it learned from a file — but keeps the file in your portal. Use this when you’ve updated a document and want the AI to learn the new version.
1
Select the file(s) with Done status that you want the AI to forget.
2
Click Remove ingested data. A confirmation box will appear — click OK to confirm.
3
The file status resets to Not Requested. You can then ingest an updated version.
Important: This removes the AI’s knowledge from that document immediately. Always re-ingest the updated file afterwards.
7
Deleting Files
Permanently removing files from the portal
Deleting a file permanently removes it from storage. This is different from removing ingested data — the file itself is gone and cannot be recovered.
| Action | Keeps the file? | Removes AI knowledge? | When to use |
|---|---|---|---|
| Remove ingested data | ✅ Yes | ✅ Yes | When updating a document to re-ingest a newer version |
| Delete files | ❌ No — file is gone forever | ✅ Yes | When you no longer need the file at all |
1
Select the file(s) you want to permanently delete using the checkboxes.
2
Click Delete files. A confirmation popup will appear before anything is deleted.
3
Click OK to confirm. The file is permanently removed.
Warning: Deleted files cannot be recovered. If you just want to update a document, use “Remove ingested data” instead.
8
Tips & Common Questions
Quick answers to things you might wonder about
What’s the difference between “uploading” and “ingesting”?
Uploading saves the file to the portal (like putting a book on a shelf). Ingesting means the AI actually reads and learns from it. You must do both steps for the AI to use your content.
A file shows “Failed” — what do I do?
Try selecting the file and clicking “Ingest selected” again. If it keeps failing, check that the file isn’t password-protected or corrupted. Contact SmartU Business support if the problem continues.
How long does ingestion take?
Small files usually complete in under a minute. Large PDFs can take 3–5 minutes. The status updates automatically — you don’t need to refresh the page.
Can I upload a file that’s already been ingested as “Done”?
Best practice: remove ingested data from the old file first, then upload and ingest the new version to keep things clean and avoid duplicate content.
I can’t log in — what should I do?
Use the “Forgot password” link on the sign-in page. If you don’t receive the reset email within a few minutes, check your spam folder or contact your SmartU Business administrator.
Is there a limit on how many files I can upload?
There is no strict file count limit, but storage limits apply based on your plan. Each file can be up to 50MB. Contact SmartU Business if you receive a storage error.