# What can Proptonomy read?

Images, PDFs, Excel, Google Sheets and SharePoint links, documents, recordings and the data in your connected workspace.
Page: https://app.proptonomy.ai/docs/what-can-proptonomy-read

## Files and media (https://app.proptonomy.ai/docs/what-can-proptonomy-read#files-and-media)
Attach a file in the Assistant, or send it in a connected conversation that supports attachments. Tell Proptonomy what you want to find, check or compare.
- Photos and screenshots: Images such as JPG/JPEG, PNG, WebP and HEIC. Describe visible damage, inspect cleaning photos, read a legible appliance label or explain a screenshot.
- PDFs and scans: Read handbooks, invoices, instructions and other PDF documents. Scanned pages can be inspected as images when there is no readable text layer.
- Spreadsheets: Excel workbooks (.xlsx), CSV and TSV files. Read worksheets and rows, count entries, compare records and check statuses or totals.
- Word documents: Read text and tables in .docx files, such as property instructions, procedures and supplier documents.
- PowerPoint files: Extract slide text from .pptx presentations. Attach a slide image separately when you need a diagram or picture interpreted.
- Text files: Read plain text (.txt), Markdown (.md), and text-based exports or notes.
- Voice notes and audio: Transcribe supported audio attachments, including common MP3, M4A, WAV and OGG recordings, and answer questions about what was said.
- Videos: Inspect supported clips, including common MP4, MOV and WebM files, using selected frames and available audio. Useful for room walkthroughs and maintenance reports; this does not mean every frame was inspected.

## Shared Google Drive, Google Sheets and Microsoft links (https://app.proptonomy.ai/docs/what-can-proptonomy-read#shared-links)
Paste a Google Drive, Google Sheets, SharePoint, OneDrive or direct document-download link into the conversation. You do not have to move an existing maintenance log to another system.

Shared-link reading is available through the admin Assistant. Restricted conversation roles and property scopes can limit which sources are available.

Proptonomy can follow a document link, download an accessible file and read its contents. Public web pages can also be inspected to find a document or its download link. A link to a viewer or sign-in page is not the same as access to the file.

For photos, audio and video, attach the actual file so Proptonomy can inspect the media.
1. Share the link and say what you need For example: “Read the maintenance and resolved sheets, and show which jobs are complete.”
2. Allow viewing and downloading Use a link that opens and downloads without signing in. If your organisation permits it, use a view-only “Anyone with the link” link with downloading allowed.
3. If access is blocked, provide an accessible copy Proptonomy can inspect the access result and explain a sign-in or permission barrier. If anonymous sharing is not appropriate or allowed, attach an exported copy to the conversation instead. A link that works only in your signed-in browser does not give Proptonomy that browser’s access.

Note: A shared link is an on-demand read. Reading a link does not connect your entire Drive or SharePoint library, keep every file in sync or change its sharing permissions. Share the particular source you want Proptonomy to use.

## Spreadsheets and maintenance logs (https://app.proptonomy.ai/docs/what-can-proptonomy-read#spreadsheets)
Proptonomy can inspect several worksheets, work through the relevant rows and distinguish genuine entries from empty template rows.

Ask it to compare the maintenance log with the resolved sheet, count jobs by status, identify missing details or match rows to the right property and job. A future scheduled visit and a completed repair are different records; say which comparison you want.

For totals or a full comparison, ask it to read every relevant worksheet and all its data rows. Reading the workbook leaves the source file unchanged. Updating tasks in Proptonomy is a separate action.

## Data already in your workspace (https://app.proptonomy.ai/docs/what-can-proptonomy-read#workspace-data)
You can also ask about information already available in Proptonomy and its connected services, without uploading it again.
- Property details, instructions, knowledge articles and operating procedures.
- Bookings, guest and stay details, and available conversation history.
- Cleaning and maintenance tasks, checklists, schedules, partners and assignments.
- Available reviews, financial records, call transcripts and other connected operational data.

The available records depend on your connections and access. See the integration tables (https://app.proptonomy.ai/docs/integrations) for what each service supplies, and roles and access (https://app.proptonomy.ai/docs/roles) for who can see it. Connecting one service does not make unrelated accounts or every field in that service available.

## What to ask (https://app.proptonomy.ai/docs/what-can-proptonomy-read#what-to-ask)
- Maintenance log: Read all the maintenance and resolved tabs. Count genuine jobs by status, ignore empty template rows, and show uncertain property or job matches before making changes.
- Invoice PDF: Read this invoice and list the supplier, invoice date, reference and total.
- Photo or screenshot: What is visible in this photo, and what details do you need to understand the maintenance problem?
- Guest handbook: Read this handbook and summarise its parking and check-in instructions.
- Voice note or video: Summarise this report and list the maintenance issues mentioned or visible.

## Access and limits (https://app.proptonomy.ai/docs/what-can-proptonomy-read#access-and-limits)
- Access still applies. A link does not bypass a password, sign-in requirement or your workspace and property permissions. Only share sources with the people who should have access to them.
- Readable input matters. Blurry photos, tiny text, unclear audio, damaged files and password-protected documents may need a clearer image, a shorter recording or an unlocked export.
- Large files have limits. Direct shared-document downloads support files up to 32 MB. Other upload, page and media limits depend on the file type and channel. For long documents, ask which pages or sheets were read; provide the relevant section if the whole file cannot be processed.
- Use current file formats. Convert older .xls, .doc and .ppt files to .xlsx, .docx, .pptx or PDF. A ZIP archive is not a supported way to submit a folder of documents.
- Use a current export. Refresh formulas and external data in the original spreadsheet when needed. Reading an export does not run macros or refresh its source connections.