File upload and processing

Files can be added to an Opus 2 project from either the Documents page or the Files page. The platform supports batch uploads, with the maximum number of files per batch dependent on browser capabilities (typically at least 5,000 files). The maximum upload size is 2 GB.

Depending on project configuration, users may upload documents or transcripts. Uploaded files are ingested, processed, scanned for viruses, converted to PDF where supported, and optionally OCR’d. Processing continues in the background, and document readiness is communicated through system metadata fields.

Opus 2 supports both simple uploads and more structured, service‑based workflows where files may be uploaded and reviewed before being published to project users.

Uploading files to a project

1. Navigate to Documents or Files.
2. Click Upload.
3. Drag and drop files (or folders) into the upload window, or browse to select them.
4. Review and configure upload parameters as required.
5. Start the upload.

Files are queued for ingestion and processed automatically.

Upload parameters

The following parameters may be available depending on project configuration:

• Batch name
  Identifier for the upload batch, useful for tracking processing issues.

• Publish
  Determines whether files are immediately published as documents.

  • Available only to users with Files page access.
  • Otherwise, files are published automatically.

• Folder
  Specifies the destination folder for published documents.

  • If no folder is selected, a folder is created under Uploads using the upload date and time.

• Optical Character Recognition (OCR)

  • None – No OCR applied (fastest).
  • If required (default) – OCR applied only if no text is detected.
  • Always – OCR applied regardless of existing text (slowest).

• Actions (for selected uploads)

  • Add tags
  • Clear tags
  • Remove selected uploads

• Unpack zip archives
  Automatically extracts ZIP file contents.

  • Password‑protected ZIP files generate slipsheets instead.

• Further information
  Free‑text notes related to the upload batch.

• Duplicate handling
  Options appear when duplicates are detected:

  • Only show duplicates
  • Remove duplicates

Uploading without publishing

Files can be kept unpublished for review or validation. Unpublished files are visible only to administrators in the Files area and can be published when ready.

File processing and OCR

OCR adds an invisible text layer to PDFs, enabling text search and annotations. Processing follows a round‑robin approach to ensure fair resource allocation across users and uploads. All files are scanned for viruses. If a virus is detected, the file is deleted, and the issue is reported.

Supported file types

During ingestion, Opus 2 automatically processes and converts files to PDF where possible to ensure they are accessible within the platform. The conversion covers a broad range of formats; however, there may be isolated cases where a file does not convert as expected. These instances may require support from the Opus 2 team. 

Note: The following file types may upload as a native slipsheet on ingestion rather than a PDF:.xlsx, .xls, .xlsm, .xlsb, .xlt, .xltm, .xla, .xlam, .odt, .ods, .odp, .odg, .mpp, .ppt, .pptx, .pptm, .ppts, .ppa, .ppam, .pps, .ppsx, .ppsm, .vsd

If you require a searchable version of any of these documents for Search or AI Focused View, you may need to convert the file to a PDF format before ingestion, or contact Opus 2 Platform Support for further guidance.

Transcripts: .txt, .ptf, .pcf, .mdb, .xmef, .lef

• .lef files can automatically link exhibits.
• .mdb supports synchronised media (.mpg, .mp4 preferred).

Media: .mp3, .ogg, .wav, .mp4, .mpg, .mpeg, .webm

Processing status and results

File and document processing status is visible via the Status metadata field.

Common statuses include:

• Queued 
• In progress 
• Available (ready) 
• Slipsheet (unsupported or password‑protected) 
• Processing error 
• Virus detected 
• Unreadable / corrupted 
• Not received  
• Upload error  

Detailed processing data is also available on the Files page, including: 

• Processing status
• Processing result
• Processing completion time
• Published flag

Failed files (except those marked Not received) can be reprocessed via Actions → Reprocess files.

Upload history

Previous uploads can be reviewed via Project → Upload history. Filters allow results by batch name, uploader, dates, file counts, errors, and completion status. Selecting a batch displays summary and file‑level details.

Related Links

• How to Upload Documents
• Downloading documents and files
• File upload and processing