Knowledge Base

A knowledge base is a named set of files the assistant can read: your price list, product sheets, policies or last quarter’s reports. You can add web pages to it too. Add it to a chat and the assistant searches it for the passages that answer your question, so you don’t have to attach the same documents again and again.

Like everything in Personalization, a knowledge base can stay private, be shared with a few people or be shared with the whole workspace.

Before you begin

Creating a knowledge base depends on your role. If you don’t see New knowledge base or the + button, ask an admin.
If your role uses IT Manager Approval for knowledge bases, a new one waits for an admin. Until then it shows Pending, and chats can’t use it yet.

Create a knowledge base

Open Personalization → Knowledge Base and select New knowledge base, or + on the Knowledge Base list. The Create a knowledge base column opens.
Give it a short Name and a Description, and pick a picture if you like. The assistant reads the description to decide when to reach for the knowledge base, so say what it holds and when it is useful. Select Next.
Drag in files, whole folders or .zip archives, or select Browse folder to pick a folder from your computer.

Zip archives are stored as they are. Download them to open what is inside.
To add a web page as well, paste its address under Or add a link and select Add. See Add web pages below. Then select Next.

Files and links are both optional. You can create an empty knowledge base and fill it later.
Choose who can see it (Only me, Shared with or Anyone), then select Create knowledge base.

Add web pages

A link adds a web page’s text to the knowledge base, such as your online handbook or a help center article. Paste the full address, starting with https://. The page must be on the public web and open without signing in.

The Content fixed box beside the address decides when the page is read:

Ticked (the default): the page’s text is kept as it is when you add it. Use this for a page that rarely changes, such as a policy or a style guide.
Not ticked: the page is read again each time the assistant searches the knowledge base, so answers follow the latest version. Use this for a page that changes often, such as an announcements page. The link then shows Live content.

Use a knowledge base in a chat

In the message box, type / and pick it under Knowledge Base, or select + and find it under Use. The assistant then searches its files and links for the passages that answer your question, and can open a whole file when it needs more.

Manage a knowledge base

Open it from your Knowledge Base list. Its page shows the description, who can see it, who created it and when it was last updated, and every file with a download button.

From the ⋮ menu:

Edit: add more files or links, or remove ones already there. Select Next, then Save knowledge base.
Who can see this…: change who it is shared with.
Delete: the knowledge base and every file in it are removed.

Only the person who made a knowledge base, or an admin, sees this menu.

Check that a link has been read

Links don’t appear in the page’s Files list. To see them, select ⋮ → Edit. Each one is listed under Already linked in this knowledge base, with its status:

Status	What it means
Indexed	The page has been read and the assistant can search it. The number shows how many passages it holds.
Not yet indexed	The page hasn’t been read yet. A Live content link is read the first time a chat searches the knowledge base.
Failed	The page couldn’t be read, and the reason is shown. Check the address. If it is wrong, remove the link and add the right one.
Skipped	The page had nothing to read, and the reason is shown.

Files and web search in chats

SkillsInstructions the AI follows.

Personalization overview