Knowledge Bases

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Overview

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Key Features

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Multi-Format Document Support

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Intelligent Processing Pipeline

1. Secure Storage: Files uploaded to secure cloud storage
2. Content Extraction: Text extracted from various file formats
3. Structured Data Extraction: AI extracts structured information using your custom JSON schemas (optional)
4. Smart Chunking: Documents split while preserving structure and context
5. Vector Embeddings: AI generates searchable embeddings using your organization’s model
6. Database Storage: Everything indexed for lightning-fast retrieval

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Structured Data Extraction

• Custom JSON Schemas: Define exactly what data to extract from each file
• AI Model Selection: Choose which AI model processes your documents
• Automatic Processing: Extraction happens during file upload
• Cross-Document Queries: Filter and aggregate across all files without scanning each one

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Advanced Search Capabilities

• Semantic Search: AI understands context and meaning, not just keywords
• Hybrid Search: Combines vector similarity with traditional text search
• File Filtering: Search within specific documents or exclude certain files
• Ranked Results: Results ordered by relevance with similarity scores

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Getting Started

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Creating a Knowledge Base

1. Navigate to Control Hub → Knowledge Bases
2. Click “Create Knowledge Base”
3. Configure your settings:
   • Name & Description: Help your team understand the content
   • Embedding Model: Choose from your organization’s configured models
   • Extraction Schema: Optional JSON schema for structured data extraction

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Uploading Documents

• Drag & Drop: Simply drag files into the knowledge base interface
• Bulk Upload: Select multiple files at once
• Real-time Processing: Watch files process with live status updates
• Processing Status: See extraction progress and any errors

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Email Documents to Your Knowledge Base

1. Find your KB’s email address in the upload area (e.g., [email protected])
2. Send an email with attachments to that address
3. Documents are automatically added and processed

• Only organization members can add documents via email
• Sender email is verified against your team’s Clerk user accounts
• Unauthorized senders are silently ignored

• Forward emails with attachments directly to your KB
• Add documents from your phone without logging in
• Set up automated workflows that email documents to knowledge bases
• Quickly share files from any device with email access

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Trigger Agents on File Upload

1. Go to your knowledge base settings (click edit)
2. Enable “Trigger Agent on File Upload”
3. Select which agent should process the documents
4. Write instructions telling the agent what to do with the document

• The full extracted text content of the document
• Structured extraction data (if you’ve configured an extraction schema)
• The filename and knowledge base context

Analyze this document and:
1. Summarize the key points in 3-5 bullet points
2. Extract any action items or deadlines mentioned
3. Identify the document type (invoice, contract, report, etc.)

• Files that triggered a conversation show a “View Conversation” option in their menu
• The conversation is linked to the file for easy reference

• Invoice Processing: Automatically extract line items and totals from uploaded invoices
• Contract Analysis: Summarize key terms and flag important clauses
• Report Summarization: Generate executive summaries of lengthy documents
• Content Routing: Have an agent read documents and route them to appropriate teams

• Triggers fire for all upload methods: drag-and-drop, bulk upload, and email-to-KB
• Only files uploaded by organization members trigger conversations (the uploader becomes the conversation owner)
• If a file fails processing, no trigger fires until the file is successfully processed

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Configuring Agents

1. Go to your agent configuration
2. Enable the “Search Knowledge Base” tool
3. Your agent can now access and search your documents during conversations

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Agent Integration

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Natural Language Queries

• “Find information about our refund policy”
• “What does the Q3 financial report say about revenue growth?”
• “Show me technical specifications for our new product”

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Advanced Search Options

• Search only within specific files
• Exclude outdated documents
• Control the number of results returned
• Get detailed metadata about search results

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Search Results Include

• Relevant Content: The actual text chunks that match the query
• Source Information: File names, page numbers, and document metadata
• Similarity Scores: How relevant each result is to the query
• Search Method: Whether found via semantic or text search

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Use Cases

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Customer Support

• Upload FAQs, product manuals, and policy documents
• Agents can instantly find answers to customer questions
• Ensure consistent, accurate responses across your team

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Research & Analysis

• Store research papers, market reports, and analysis documents
• Agents can synthesize information across multiple sources
• Extract insights and trends from large document collections

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Technical Documentation

• Upload API docs, system specifications, and troubleshooting guides
• Agents can help with code reviews and technical questions
• Keep documentation searchable and accessible

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Compliance & Legal

• Store contracts, regulations, and compliance documents
• Agents can quickly reference relevant policies and procedures
• Ensure adherence to legal requirements and standards

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Integration-Managed Knowledge Bases

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How to Identify

• A badge appears next to the knowledge base name showing the integration source
• An info banner displays at the top of the knowledge base detail page
• Example: “Managed by Salesforce”

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What’s Different

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Why This Matters

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Organization & Management

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Organization-Scoped

• Each knowledge base belongs to your organization
• Admin controls for secure document management
• Team members see only knowledge bases they have access to

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File Management

• View all uploaded files with processing status
• Remove outdated or incorrect documents
• Monitor storage usage and document counts

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Performance Monitoring

• Track search usage and performance
• Monitor embedding generation status
• View extracted structured data

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Best Practices

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Document Organization

1. Create Topic-Specific Bases: Separate knowledge bases for different subject areas
2. Use Descriptive Names: Clear names help agents and users understand content
3. Regular Updates: Remove outdated documents to maintain search quality
4. Consistent Formatting: Well-formatted documents produce better search results

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Search Optimization

1. Structured Content: Use headings, bullet points, and clear sections
2. Complete Information: Include context and background in documents
3. Avoid Duplicates: Multiple versions of the same content can confuse search
4. Test Searches: Verify your agents can find key information

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Security Considerations

1. Sensitive Data: Only upload documents appropriate for AI processing
2. Access Controls: Use organization-level access management
3. Regular Audits: Review uploaded content periodically
4. Compliance: Ensure uploaded documents comply with your data policies

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API Integration