Game studio documentation search: find any doc, and ask AI about it
For producers, leads and anyone who has asked "where is the latest version of that spec?". You will learn how to organize studio documents so they stay findable, how search in Gameheim finds wiki pages and files, and how to ask questions about your project documents with AI and get answers that cite their sources.
Why game studio documents are so hard to find
A game project produces a lot of paper that is not code or art: publisher milestones, platform requirements, localization style guides, voice casting briefs, outsourcing contracts, playtest reports, marketing beats. It usually ends up spread across email attachments, chat threads, personal drives and a shared folder with five copies of final_v3_REAL.pdf.
The cost shows up in small, constant ways. A new designer cannot find the platform certification checklist. A producer answers the same question about the save system three times a week. Someone implements a spec that was replaced a month ago. Searching does not help much when the search box covers only one tool, or when it shows files the reader should not see.
AI chat tools promise to answer questions about your documents, but a general assistant does not know your project. When it lacks the facts, it can produce a confident answer that is simply made up. For a team, an answer is only useful if you can see where it came from.
Good studio documentation search needs three things: one place where project files live, one search box that covers both the wiki and the files, and results filtered by what each person is allowed to read.
How Gameheim keeps project documents findable
Gameheim gives each project three connected tools, all in the Creative section of the sidebar: Documents for files, Search for finding wiki pages and documents, and the Ask AI assistant in the Wiki for questions in plain language.
A document repository per project
Documents is a folder tree for the files of one project. You can nest folders, upload files up to 100 MB each, and give every file a title, a description and tags. Supported formats include PDF, Word, Excel and PowerPoint (docx, xlsx, pptx), images, ZIP archives and plain text formats such as Markdown, CSV and JSON. Gameheim checks that each file really is the type its extension claims, and rejects renamed files.
One search box for the wiki and documents
The Search page looks through the published wiki pages and the documents of the selected project at once. For wiki pages it matches the title and the full text. For documents it matches the title, the file name and the description. A match in the title ranks above a match in the body, and among equal matches the most recently updated item comes first. Results are filtered by permission: a Restricted wiki page, or documents you cannot read, never appear in your results.
Filters narrow the list by Type (wiki, documents or both), Tag, Author, a From and To date, and Linked asset, which finds the wiki pages linked to a given Perforce path.
AI answers grounded on your own documents
The Project Knowledge Assistant answers questions about the project using its wiki and documents. It reads the published wiki pages and the text inside documents that are included in search indexing, including the text of PDFs and Office files. Every answer lists its Sources, so you can check the page or file it came from. When nothing relevant exists, it says so instead of guessing: No relevant information was found in this project's wiki or documents.
The assistant only uses what you are allowed to read. Restricted wiki pages without a grant, and documents outside your permissions, are never used to build your answer.
The same project knowledge is available to the AI assistant you already use, such as Claude, ChatGPT or Cursor, once it is connected to Gameheim. See AI assistants for game projects and the AI page.
How to organize and search project documents in Gameheim
- You are a member of the project, and the project is selected in the sidebar.
- To browse and download: the Documents read permission. To upload, create folders and edit details: Documents write. To delete files and folders: Documents manage.
- For Ask AI: a plan that includes AI and the AI permission in your role.
Open Documents and create folders
In the sidebar, under Creative, click Documents. Click New folder, enter a Folder name and save. A new folder is created inside the folder that is currently selected, so select a folder first to nest one inside it.
Upload a file
Select the destination folder and click Upload. In Upload document, choose the File and, if you like, a Title (optional). Without a title, the file name is used. The dialog shows the Destination folder before you confirm.
Describe and tag the document
Click the pencil button on the document to open Edit document. Fill in Description with the words people will search for, add Tags (comma-separated) such as
certification, xbox, and move the file with Folder if needed. Leave Include in search indexing ticked so the file appears in search and can be used by the AI assistant.Tip:Search matches a document by its title, file name and description, not the text inside the file. A one-line description such asXbox certification checklist for the October submissionmakes the file easy to find.Search the wiki and documents
Click Search in the sidebar, type at least two characters in Search wiki and documents… and press Search. Click Filters to narrow by Type, Tag, Author, From, To or Linked asset. Each result is labeled Wiki or Document. A wiki result opens the page; a document result opens Documents with that file highlighted.
Ask a question with AI
Open Wiki and click Ask AI at the top of the page tree. Type a question, for example
Which platforms need a separate age rating?, and click Ask. Read the Answer, then check the Sources list. Wiki sources can be clicked to open the page.Keep the repository clean
Download a file with the download button on its row. Remove outdated copies with the delete button, which permanently removes the file. A folder can only be deleted when it is empty.
How to organize game studio documents so people find them
- Organize by what people look for, not by who made it. Folders like
Publisher,Platforms,Localization,Audio,LegalandPlaytestsbeat folders named after people. - Keep one current file. Delete superseded versions, or tag them
archiveand remove them from search indexing, so search does not return three conflicting specs. - Use short, consistent tags. A small list (
spec,contract,playtest,certification) is more useful than dozens of one-off tags. - Write descriptions for humans. One sentence saying what the file is and when it applies helps both search and the AI assistant.
- Put living rules in the wiki, fixed artifacts in Documents. A design rule that will change belongs in a wiki page. A signed contract or a publisher report belongs in Documents.
Supported file types and limits
| Item | Value |
|---|---|
| Documents | pdf, docx, xlsx, pptx, txt, md, csv, json |
| Images | png, jpg, jpeg, gif, webp |
| Archives | zip |
| Maximum file size | 100 MB per file |
| Document title | Up to 500 characters |
| Description | Up to 2,000 characters |
| Tags | Up to 30 per document, 64 characters each |
| Search query | 2 to 200 characters, up to 50 results |
| Ask AI question | Up to 2,000 characters |
Uploaded files count toward your organization's storage.
Search or Ask AI: which one to use
| Search | Ask AI | |
|---|---|---|
| Best for | Finding a page or file you know exists | Getting an answer that may be spread across several pages |
| What it reads | Wiki titles and text; document titles, file names and descriptions | Published wiki text and the text inside indexed documents |
| Result | A ranked list with snippets | A written answer with its sources |
| Filters | Type, tag, author, dates, linked asset | None: ask in plain language |
Troubleshooting documents and search
| What you see | What to do |
|---|---|
| Unsupported file type | The extension is not in the list above. Convert the file (for example .doc to .docx) or put it in a .zip. |
| File contents do not match the declared file type | The file was renamed with the wrong extension. Save it again in its real format. |
| Folder is not empty | Move or delete the documents and subfolders inside, then delete the folder. |
| A document never appears in search | Open Edit document and check Include in search indexing. Remember that search matches the title, file name and description only. |
| A file is hard to find in a long list | All documents lists every file of the project, newest first, with the folder each one is in. Select a folder to see only its files, or use Search. |
| Ask AI does not know about a file you just uploaded | New and changed content is added to the assistant's index in the background. Wait a few minutes and ask again. |
| No Ask AI button | Your role needs the AI permission, and your plan needs to include AI. |
Frequently asked questions
How do I search all project documentation in one place?
In Gameheim, open Search in the sidebar. One query looks through the published wiki pages and the documents of the selected project at the same time. Title matches rank first, then the most recently updated items. Filters let you limit results to wiki or documents, a tag, an author, a date range or a linked Perforce path. Results only include what you are allowed to read.
Can AI answer questions about our project documents?
Yes, if your plan includes AI and your role has the AI permission. Click Ask AI in the Wiki and type a question. The Project Knowledge Assistant reads your published wiki pages and the text inside indexed documents, then answers with a list of sources. If nothing relevant exists, it tells you so instead of inventing an answer.
Does search respect permissions?
Yes. Search and the AI assistant both filter by what the person asking can read. Wiki pages set to Restricted appear only for members who were granted access and for wiki managers. Documents appear only for roles with the Documents read permission. Content someone cannot open is never shown in their results or used to write their answer.
Why does search not find text inside my PDF?
The keyword search matches a document by its title, file name and description, not the text inside the file. Add a short description with the words people will search for. The AI assistant is different: it reads the text inside indexed documents, including PDFs and Office files, so a question in plain language can still find content deep inside a file.
What file types can I upload to Gameheim Documents?
You can upload PDF, Word (docx), Excel (xlsx), PowerPoint (pptx), plain text, Markdown, CSV and JSON files, PNG, JPEG, GIF and WebP images, and ZIP archives, up to 100 MB per file. Gameheim checks that each file matches its extension. Older formats such as .doc need to be converted or zipped first.