Documents and AI permissions

Documents holds the files GrantFlex can learn from, such as past proposals, budgets and annual reports. You choose whether AI reads each file, and separately whether research can use its summary.

6 min
Every plan
Uses 1 AI action

Screens from October 2026

In the app:Organization, then Documents

The list on the Documents tab: six documents, each marked Processed, with size, type, date added and, for four of them, an expiry date. — Lanternfield Community Theatre's six documents. Four have expiry dates from the applicant file. Example workspace · fictional data

Upload files

Drag files onto Drag files here, or select Upload files. You can also select a category card below the list to upload straight into it.

Accepted types: PDF, DOCX, XLSX, CSV and TXT, plus PNG and JPG for scanned pages.
Up to 50 MB a file, and up to 20 files in one upload.

The upload area: Drag files here, the Upload files button, the accepted types from PDF to JPG, and the size and count limits. — Example workspace · fictional data

Document categories
Category	For
Past proposals	Funded and declined applications
Budgets	Organizational and project budgets
Impact reports	Annual reports, outcomes and evaluations
Mission & strategy	Mission, vision and strategic plans
Bios	Board, staff and key personnel
Other	IRS letters, financial records and anything else

Without a category, GrantFlex guesses each file's type from its name. You can correct the type on the document's page.

Analyze with AI

When AI analysis is on, OpenAI reads a document's text to make it searchable, write a summary and suggest details. Drafts can then cite it. Leave analysis off to store the file only.

On the Documents tab, turn on Analyze new uploads before you upload. The switch isn't saved, so check it each time.
In setup and other upload boxes, tick Analyze these documents with AI.

The AI document analysis panel with Analyze new uploads turned on, explaining that document text is sent to OpenAI for search and summaries. — Example workspace · fictional data

Analysis needs workspace AI to be on. If it's off, an owner or admin can turn it on in Settings. Processing a document doesn't use any AI actions.

Check first

Remove sensitive personal information from a file before you turn on analysis.

While AI reads a file, its status shows the stage, such as Reading document. You can leave the page while it works.

A file stored without analysis shows Needs review. To analyze it later, open it and select Allow AI analysis. Processing starts right away.

The document page

Select a document to open it. Its page has four parts:

Details: the type, the document's date, the fiscal year and when it expires. These dates tell the applicant file when the document needs replacing. Select Edit details to change them.
AI permissions: whether AI may read the file, and whether research may use its summary. Stop AI analysis and Stop report use turn each one off.
AI summary: a short summary and tags, written from the document's own text. Review it before you rely on it.
Extracted text: the text GrantFlex read, split into the passages that drafts cite.

A document's page: its Details, the AI permissions with analysis and report use allowed, and the AI summary with tags. — Example workspace · fictional data

Opening the theatre's mission document, from its permissions and summary down to the extracted text. Example workspace · fictional data

What happens in this clip

Select the mission and history document. Its page shows the details, the AI permissions and the AI summary. Then move down to the extracted text, passage by passage.

Turning analysis off stops new AI processing. Reports already finished are kept. Research uses a summary only when you choose it in your research setup.

Suggestions from your documents

Once a document is processed, Create suggestions reads your files and suggests details such as your mission, where you work, who you serve and your programs, each with the files it came from. It uses one AI action.

Use this copies a suggestion into your saved details. Nothing changes until you choose it. Refresh suggestions reads your files again after you add more.

Trash and restore

To remove a document, open it, select Delete document and confirm. It moves to the trash, and the Documents tab lists it under Trash. Select Restore within 30 days to bring it back.