title: Documents icon: heroicon-o-document-duplicate order: 3

Your AI's Brain Food: Managing Knowledge Base Documents

Every document you add to your knowledge base makes your AI assistant smarter. Think of documents as training material - the more high-quality information you provide, the better your AI becomes at helping customers with real, accurate answers.

Your knowledge base documents are what transform a generic AI into YOUR business expert.

Adding Documents (Your AI Will Thank You)

Adding knowledge is simple, but choosing the RIGHT knowledge makes all the difference. Focus on documents that answer real customer questions.

The Quick Upload Process

  1. Navigate to Knowledge Base → KB Documents
  2. Hit "Create" - time to make your AI smarter!
  3. Fill in the essentials:

Document Title: Make it descriptive and searchable

  • ✅ "Product Return Policy and Process"
  • ✅ "Setting Up Your Account - Step by Step"
  • ❌ "Document 1" or "FAQ"

Choose Your Source Method:

Option 1: Web URL (Perfect for live content)

  • Paste links to your FAQ pages, help articles, or product descriptions
  • Great because these stay updated automatically
  • Your AI learns from the latest version every time

Option 2: File Upload (For internal documents) We support all the formats you probably use:

  • Text files (.txt, .md, .html) - clean and fast to process
  • PDFs - perfect for manuals and guides
  • Word docs (.doc, .docx) - your existing documentation
  • Spreadsheets (.xls, .xlsx, .csv) - great for FAQs and data tables

Pro tip: Start with your most frequently asked questions - these give you the biggest impact immediately.

Understanding the Magic Behind the Scenes

Once you upload a document, our system works behind the scenes to make it useful for your AI. Here's what happens:

Pending 🟡: Your document is in the queue - like waiting in line at the store

Processing 🟠: We're reading, analyzing, and indexing your document so your AI can understand and use it

Processed 🟢: Success! Your AI now knows this information and can use it to help customers

Failed 🔴: Something went wrong - usually a file format issue or corrupted upload. Don't worry, just try reprocessing or uploading again

Most documents process in under 5 minutes, though larger files might take a bit longer.

Your Document Dashboard

Your KB Documents page is like a library catalog - you can see everything at a glance and manage it all from one place:

Quick Actions:

  • Search - find documents by name or content
  • Filter - show only processed documents, failed ones, or any specific status
  • Sort - organize by upload date, processing status, or document name

For Each Document, You Can:

  • View details - see processing status, file info, and any error messages
  • Download original - get a copy of what you uploaded
  • Reprocess - try again if processing failed
  • Delete permanently - remove documents you no longer need

Smart Document Management Tips

Start With High-Impact Content:

  • Customer FAQ documents
  • Product manuals and guides
  • Policies (return, privacy, terms)
  • Common troubleshooting steps

Keep It Fresh:

  • Review monthly - remove outdated documents
  • Update URLs when you change your website structure
  • Replace old versions rather than keeping duplicates
  • Monitor failed documents - fix processing issues quickly

Quality Over Quantity:

  • One great FAQ document beats ten scattered, incomplete ones
  • Clear, well-written documents train your AI better than poorly formatted ones
  • Focus on customer-facing information rather than internal processes

What Makes a Great Knowledge Base Document

For Your AI Assistant:

  • Clear structure with headings and sections
  • Specific answers to real customer questions
  • Current information that reflects your actual policies and processes
  • Complete context - don't assume the AI knows background information

For Your Business:

  • Reduces repetitive support questions
  • Ensures consistent answers across all customer touchpoints
  • Scales your expertise - your knowledge helps customers even when you're not available
  • Improves over time as you add more relevant content

Remember: Your knowledge base is only as good as the information you put into it. Invest time in creating quality documents, and your AI will provide quality customer support.

Keywords

knowledge base documents, AI training content, document upload, knowledge management, file processing, content management, AI assistant training, customer support documentation, information upload, document management