Knowledge Base
Knowledge bases organize authorized documents for search, agent grounding, evidence, and eBook collaboration. They are space resources and are separate from business Datasets.
Open the module
Open Console → Knowledge Base. The list shows the knowledge-base name, category, file and size statistics, linked agents, processing status, and last update where available.
Create a knowledge base
1. Save basic information
- Select Create Knowledge Base.
- Choose Standard or Advanced, when both are available to the target space.
- Enter a name, stable identifier, description, and category.
- Save to create the knowledge-base ID.
The knowledge base must be saved before files can be attached.
The identifier is permanent after creation. A Standard knowledge base can be upgraded to Advanced when the target space has the required entitlement; an Advanced knowledge base cannot be downgraded.
Standard and Advanced knowledge bases
| Capability | Standard | Advanced |
|---|---|---|
| Folders, files, processing, search, Agent binding, and eBook | Yes | Yes |
| Stable document identity across revisions | — | Yes |
| Draft, review, current, historical, and abolished lifecycle | — | Yes |
| Resource access policies and governance audit | — | Yes |
| Controlled compilations and derived outputs | — | Yes |
Advanced availability depends on the subscription or entitlement of the target space owner, not merely on the current user's entitlement in another space.
2. Add files
After saving:
- Upload local files by selecting or dragging them.
- Drag a folder to preserve its hierarchy where supported.
- Select existing files from Storage.
- Choose the destination folder before adding files.
Supported ingestion formats include common text, Markdown, PDF, Office, CSV, and HTML formats shown by the upload dialog. The binary .doc format is not accepted for knowledge processing; convert it to .docx or another supported format first.
Organize files
The edit page provides basic information, a folder tree, and a file list. You can create folders, move through the hierarchy, search by file name, change grid/list view, and select multiple files for permitted batch actions.
Processing and association status
A file passes through distinct stages:
| Status | Meaning |
|---|---|
| Processing | Content is being extracted or indexed |
| Processed | Content is ready for supported retrieval |
| Processing failed | Extraction or indexing failed |
| Pending association | The file is waiting to be linked to the knowledge base |
| Associated | The link is active |
| Association failed | The link operation failed |
Do not test agent retrieval until the file is processed and associated. Open the error details before re-uploading a failed file.
Content readiness
For governed content, content readiness combines file processing, document registration, publication, and indexing into one user-facing status. A file can exist in the knowledge base but still be unavailable to readers or Agent retrieval because it is waiting for governance registration, publication, or indexing. Open the readiness reason before retrying an upload.
Advanced document governance
An Advanced knowledge base separates a stable document from its revisions. Depending on your role, a revision can move through these states:
| State | Meaning |
|---|---|
| Draft | Being prepared; not current policy |
| Review | Awaiting the configured review or approval |
| Current | Effective version used by default in reading and retrieval |
| Historical | Retained earlier version |
| Abolished | Explicitly withdrawn from current use |
Effective dates and the current-version pointer determine which revision is used by default. When historical search is explicitly enabled, results identify the revision and lifecycle state; do not treat a historical or abolished revision as current policy.
Advanced knowledge bases can also expose document relations, audit history, governed derived artifacts, and compilations. Availability depends on role and deployment configuration.
Search and evidence
Authorized knowledge can be consumed through:
- Agent knowledge retrieval
- eBook search
- Knowledge Copilot
- Supported platform tools and APIs
Search results can include evidence references to the source document and snippet. Access is checked again when a user opens the evidence.
Link agents
- Edit a conversational agent.
- Open its knowledge-base configuration.
- Select one or more authorized knowledge bases.
- Save and test representative questions.
The agent retrieves relevant excerpts; it does not receive every document in full. Encourage it to cite evidence and report when no supporting document is found.
Edit knowledge in eBook
Users with write permission can create and edit Markdown documents in eBook. Draft autosave, publication, versions, comparison, restore, trash, and export are documented in the eBook guide.
Published document changes are processed for retrieval according to the knowledge lifecycle. A draft should not be treated as current searchable policy until published and processed.
Permissions
Knowledge access is scoped by space, knowledge-base membership/policy, file lifecycle, and the invoking application. Linking a knowledge base to an agent does not grant users access they did not already have.
Advanced knowledge bases can enable a resource access policy for more precise document and organizational access. When the policy is disabled, Space RBAC remains authoritative. Turning a policy off pauses policy enforcement; it does not imply that saved policy definitions have been deleted.
UI visibility is only a convenience. The platform checks access again for browse, read, search, download, edit, publish, export, and evidence opening operations.
Operational guidance
- Use clear folder and file names.
- Remove duplicate and obsolete policies.
- Split very large mixed-topic documents when practical.
- Verify processing after replacing a file.
- Test retrieval in the language users will ask questions.
- Review evidence before making important decisions.
Troubleshooting
| Problem | Action |
|---|---|
| Upload is disabled | Save the knowledge base first |
| Processing remains pending | Check file format, size, processing service, and job status |
| Agent cannot find a document | Confirm processing, association, agent binding, permission, and query wording |
| eBook cannot open evidence | Confirm file still exists and the user still has access |
| Semantic retrieval reports embedding failure | Retry after the configured model gateway is available; direct file browsing remains possible |