Create and manage a knowledge base

Purpose

Neda wants her answers about warranty and delivery to come from the shop's own policies, not from memory. A knowledge base is a shelf of documents, links and recordings that Agentum can search and quote; this section shows how to create one, keep it tidy and see how much of your plan it uses.

Before you start

Sign in and select the workspace that will own the knowledge base. A knowledge base belongs to a workspace. Each plan limits how many knowledge bases you can have, how many items each one holds and how much text is indexed (see "Plan limits" below). Creating, changing and deleting knowledge bases needs permission to manage projects; with permission to use projects you can only view them and try Test search.

Steps

1. Open Knowledge in the sidebar. The page lists the knowledge bases you can see. Each row shows the name, how many items it holds, who can see it (Only me or Everyone in the workspace) and when it last changed. A knowledge base that belongs to a project also carries a Project: [name] badge. Use Search knowledge bases to find one by name. While the list loads you see placeholder rows. If it cannot load, a red message explains why, with a Retry button.
2. Select New knowledge base. In the dialog, type a Name (required, up to 120 characters) and, if you like, a Description (up to 1,000 characters, for example "Warranty, delivery and return policies"). Under Who can see it, choose Only me (only you can find and use it) or Everyone in the workspace. Select Create. Create stays disabled until the name is filled in. If creating fails, the dialog stays open and shows the reason.
3. The new knowledge base opens. The top of the page shows its name, a Standalone badge, the description and a summary line with the number of items, passages and text size and the date of the last update. Under it, four tiles show what your workspace has used of its plan: Knowledge bases, Indexed text, Scanned pages (30 days) and Transcription minutes (30 days), each as "[used] of [limit]", where the limit reads "unlimited" on plans without one.
4. Add the material the knowledge base should know. The next section, "Add files, links and recordings to a knowledge base", walks through the Sources and Items parts of this page.
5. Before relying on it, try Test search. Type a question in Test question (for example "What does the warranty cover?") and select Search. The knowledge base shows the passages it would give an agent, each with a number, the source name, the page (Page [n]) or the time (At [time]) and a Relevance score. If nothing fits, it says No passages matched. A note may appear above the results when the search could only use keywords, for example Meaning-based search was unavailable; only keywords were used.
6. Under Settings, change the Name, the Description or Who can see it and select Save changes. Saved confirms it. Save changes is enabled only when something changed.
7. Under Used by, connect the knowledge base to your projects. Choose a project in Choose a project and select Attach. A chip appears for each attached project, with a remove button (Remove [name]). Chats in an attached project can search this knowledge base without anyone mentioning it. If there is no project left to attach, the section says No projects to attach to. Until a project is attached, it says Not attached to anything yet.
8. To use a knowledge base from a project's own page, open the project and choose its Knowledge tab (the tabs are Chats, Sources, Knowledge and Usage). The tab shows the project's own knowledge base, with the same adding, items and test search tools, and an Attached knowledge bases section. Choose a knowledge base in Choose a knowledge base and select Attach to let the project search it too. Remove a chip to detach it. Files you add to the project's Sources are added to the project's knowledge base automatically. A project's knowledge base is always visible to the whole workspace, its name follows the project's name, and you cannot delete it separately: it goes away when the project is deleted.
9. To delete a standalone knowledge base, open it, scroll to Settings and select Delete knowledge base. Confirm Delete this knowledge base? with Delete. All its items and indexed text are removed; chats that cited it keep their messages. Only the creator, an Owner or an Admin can delete it.

Plan limits

The number of knowledge bases and the indexed text are counted across the whole workspace. Scanned pages and transcription minutes are counted over the last 30 days.

A file can be uploaded up to 25 MB and a recording up to 300 MB (100 MB on Free), but only images up to 20 MB and recordings up to 25 MB can be read.

Expected result

The knowledge base appears in the Knowledge list with the visibility you chose. Its page shows your sources, the state of every item and the plan tiles, Test search returns passages from what you added, and the projects you attached can search it in their chats.

Troubleshooting