Document
Whale PDF and Word Import
Turn years of PDFs and Word docs into structured SOPs
Upload your existing Word files, PDFs, and PowerPoints. Alice, Whale’s AI assistant, parses each document and returns a structured SOP with headings, sections, and steps intact.
- 4.8/5 on G2
- SOC 2 certified
The problem
Years of SOPs trapped in files nobody opens
You already have years of policies written in Word and PDF. Alice, Whale’s AI assistant, pulls them into Whale as structured cards your team will actually use.
How teams do it today: Dozens of Word docs and PDFs buried in a shared drive
With Whale's PDF and Word Import: Upload files in bulk and parse them with one click
How teams do it today: The thought of rewriting every document from scratch
With Whale's PDF and Word Import: Alice parses each file into a structured SOP in seconds
How teams do it today: Static files nobody can search, assign, or track
With Whale's PDF and Word Import: Every imported doc becomes a searchable, assignable card
How teams do it today: New hires never open the PDFs anyone sends them
With Whale's PDF and Word Import: New hires get assigned training flows built from your docs
Bring every existing doc with you
Upload Word files, PDFs, and PowerPoints in bulk from any playbook.
- Alice, Whale’s AI assistant, reads each document, preserves the headings and section structure, and returns a Whale card ready to publish.
- No rewriting, no copy-paste migration, no manual formatting.
Structured SOPs out of unstructured files
Alice parses each upload into a clean SOP with a title, sections, numbered steps, and formatting intact.
- Tables and lists carry over.
- You review the draft, adjust the structure, and publish.
- What took a week of copy-paste migration lands in Whale the same afternoon.
Imported docs plug into the full Whale platform
Every imported SOP lands in your knowledge base.
- Assign it inside a training flow and track completion.
- Alice answers questions pulled from the content.
- CoPilot surfaces the SOP inside the tool where the process runs.
- The document you uploaded yesterday becomes the training material your team works through today.
How it works
- 01
Upload your files
Drag Word docs, PDFs, or PowerPoint files into any Whale playbook. Upload one document or a batch at once.
- 02
Review the generated SOP
Alice, Whale’s AI assistant, returns a structured card with headings, sections, and steps preserved. Edit the wording, reorder sections, or add media before you publish.
- 03
Assign it to your team
Publish the SOP to your knowledge base, add it to a training flow with a deadline, or let CoPilot surface it inside the tool where the work happens.
In their own words
Loved for its overall simplicity and support
“Exceptional Tool for Business Knowledge”
Whale is excellent to document and organize business knowledge. Their AI makes it even easier!
Lyndon S.Small-Business (0-50 emp.) “Whale Keeps Work Organized and Teams Confident”
Whale unifies documentation, training, and reviews in one ecosystem.
Verified User in AccountingMid-Market (51-1000 emp.) “Screen Recorder Transformed Our Productivity”
All features are excellent, but the Screen Recorder has boosted productivity for our company.
Andres A.Enterprise (> 1000 emp.) “User-Friendly Platform with Great Features”
Whale is very user-friendly. "Alice" has been a game changer, makes finding information effortless.
Martha Y.Mid-Market (51-1000 emp.) “Intuitive, fresh and easy!”
Whale's clean layout makes building and navigating SOPs a breeze.
Harley B.Small-Business (0-50 emp.) “Productivity Unleashed!”
Managing and write SOP versions, assign them, track progress through a dashboard, and automate revision tracking.
Verified User in FarmingMid-Market (51-1000 emp.) “My company utilizes Whale for our SOP’s and FAQ’s.”
Everything is very easy to locate and the search bar is my favorite feature. When I need a quick answer I turn to Whale to find what I am looking for.
Georgia R.Mid-Market (51-1000 emp.) “Whale Streamlined Our Processes and Boosted Team Onboarding”
Whale transformed how we manage internal processes. Documenting SOPs is fast and we can build and share training materials in minutes, making onboarding significantly more efficient.
Fábio B.Enterprise (> 1000 emp.) “Whale Keeps Department Training Organized with Boards, Libraries, and Playbooks”
Boards, Libraries, and Playbooks keep training organized by department, so you can generate videos, SOPs, quizzes, and more for each topic.
Ketan T.Mid-Market (51-1000 emp.) “Streamlines Documentation with Ease”
I use Whale for company handbooks, regulations, how-to's, and manuals, all on one platform. The step-by-step screen recorder auto-captures screenshots and saves me about an hour per guide.
Anouk V.Mid-Market (51-1000 emp.) “Effortlessly Streamlines Team Training with Solid Support”
Whale supports training my merchandising teams with AI and video features that break down training step by step. Creating training flows is easy, and quizzes ensure the material lands.
Shelley F.Mid-Market (51-1000 emp.) “Effortless SOP Management with Stellar AI Search”
Whale centralizes all our SOPs with standard formatting and makes them easy to find, especially with the fast AI search across thousands of documents.
Jitender T.Small-Business (50 or fewer emp.)
Frequently Asked Questions
01Which file formats can I import?
Word documents (.doc and .docx), PDFs (.pdf), and PowerPoint presentations (.ppt and .pptx). If your content lives in Google Docs or Pages, export to Word or PDF first, then upload. Alice, Whale’s AI assistant, reads the text, headings, and structure from any of these formats and builds a Whale card from what is inside.
02Does the import preserve formatting and structure?
Yes. Headings become card sections. Numbered and bulleted lists carry over as numbered steps. Tables are preserved. Basic text formatting stays intact. Very custom layouts, multi-column designs, or embedded diagrams may need a quick manual pass after import. The goal is a structured SOP you can edit and publish, not a pixel-perfect copy of the source file.
03Can I import multiple documents at once?
Yes. You can upload a batch of files in a single import action. Each document becomes a separate Whale card, so if you import ten PDFs, you get ten structured SOPs ready to review. Large libraries with hundreds of files are best imported in batches, which also makes review easier.
04What happens to images and diagrams inside the document?
Images embedded in the Word file or PDF are carried into the imported card as attached media. Screenshots, flowcharts, and diagrams show up where they appeared in the source. Complex vector diagrams may render as flat images. You can swap them out, add captions, or replace them with Whale’s native Rich Media Editor after import.
05Can I edit the imported content after conversion?
Every part of the imported card is editable. Rewrite the text, reorder sections, delete steps, add new ones, attach video or screenshots, or ask Alice, Whale’s AI assistant, to polish the copy. Once imported, the card behaves like any other Whale card, which means version history tracks every change and you can assign it inside a training flow.
06How is this different from uploading PDFs into Notion or Google Drive?
Uploading a PDF to Notion or Google Drive stores the file. It stays a static document your team has to open, read, and navigate. Whale’s import parses the file into a structured SOP card with headings, searchable text, and assignable steps. The SOP drops into a training flow, Alice answers questions from it, and CoPilot surfaces it inside the tool where the process runs. Whale is AI-Powered SOP Software that gets your team trained, so the import is the start of adoption, not the end of migration.