[Vineyard & Winery Elf EN](https://help.vineyardelf.com/index.md) / [VineyardElf](https://help.vineyardelf.com/vineyardelf.md)

# [Resource Library - your vineyard document library](https://help.vineyardelf.com/resource-library-your-vineyard-document-library.md)

## What is the Resource Library?

The Resource Library is a digital document library for your vineyard. Here you can store and organize:

- 📄 PDF documents (certificates, permits, instructions)
- 📷 Photos (labels, plant condition, equipment)
- 📝 Text notes
- 💬 AI conversations (ChatGPT, Claude)

## How to add a document

### Navigation

Side menu → **📚 Resource Library** → **+ Add document**

### Four ways to add

1. **📤 Upload a file**
   - PDF, images (JPG, PNG, HEIC), Word documents
   - Automatic EXIF extraction from photos (GPS location, date)

2. **📋 Paste text**
   - Notes, descriptions, instructions
   - Text copied from other sources

3. **💬 Import from ChatGPT** (details below)
   - Upload a ZIP file with your ChatGPT data export
   - The system automatically finds winemaking-related conversations
   - Your data is processed locally in the browser

4. **📷 Scan a document**
   - Take a photo with your phone camera
   - Ideal for paper documents out in the field

## Importing ChatGPT conversations

### How it works

1. **Export your data from ChatGPT:**
   - Open ChatGPT → Settings → Data controls → Export data
   - You'll receive an email with a link to download a ZIP

2. **Upload the ZIP to VineyardElf:**
   - "Import from AI" tab → select the ZIP file
   - The system unpacks the archive **locally in your browser**
   - No data is sent to the server before you consent

3. **Select conversations:**
   - The system automatically flags chats containing keywords such as: wine, vineyard, grapes, grape varieties, cultivars, fermentation, vinification, and more
   - You can manually add or remove selections
   - Preview each conversation before importing

4. **Import the selected ones:**
   - Click "Import selected"
   - Each conversation becomes a separate entry in the Resource Library
   - AI automatically generates a summary and tags

### Privacy

🔒 **Your data is safe:**
- The ZIP file is processed locally in the browser (JavaScript/JSZip)
- Only the conversations **you select** are sent to the server
- We have no access to your other ChatGPT conversations

### Limitations

- Maximum ZIP file size: ~50 MB (browser limitation)
- For larger exports: contact support

## Automatic AI categorization

The system automatically assigns a category based on the content:

| Category | Icon | Examples |
|----------|------|----------|
| Wine record | 🍷 | Wine production documents |
| Spraying | 💧 | Spray logs, crop protection products |
| Legal | ⚖️ | Regulations, certificates, permits |
| Guide | 📖 | Instructions, how-tos |
| Notes | 📝 | Personal notes, observations |
| Recipes | 🧪 | Winemaking recipes |
| AI Chat | 💬 | Imported AI conversations |

## Linking with vineyard rows

When you add a photo to a vineyard row (from the row view), an entry is automatically created in the Resource Library with:

- Row number and grape variety
- GPS coordinates (if available)
- The date the photo was taken
- Tags and a description

## Semantic search

The Resource Library uses **AI search** (embeddings):

- Type a question in your own words, e.g. "how do I protect against powdery mildew?"
- The system finds documents with a similar meaning, even if they don't contain those exact words
- Results are sorted by relevance

## Document details

Click a document to see:

- The full content or a file preview
- The AI summary
- Automatic tags
- EXIF data (for photos): location, date, camera model
- A Google Maps link (if GPS coordinates are present)

## Tips

- **Phone photos** - turn on location in your camera and GPS data will be added to the document automatically
- **AI conversations** - import valuable chats before ChatGPT deletes them (30-day retention for inactive ones)
- **Legal documents** - scan important permits and certificates as a backup copy