Knowledge Base Management

What this section is for

Knowledge Management Systems (KMS) allow creating, organizing, and maintaining knowledge bases for AI agents. Agents use this knowledge to provide accurate and up-to-date answers to users based on uploaded documents and articles.

How to access this section

• Through sidebar menu: "Knowledge" in navigation panel
• From home page: "My knowledge bases" section → "View All"
• Direct link: /kms
• Required permissions: Authorized user with knowledge base creation rights

Knowledge base list (/kms)

Page structure

Breadcrumbs and actions

• Navigation: Home → Knowledge management
• Main action: "Create knowledge base" button for creating new base

Knowledge base display

List format: Cards with main information

• Icon: Database (database icon)
• Name of knowledge base
• Description (if specified)
• "Open" button — go to base management

Loading states

• Skeleton screens — placeholders during data loading
• Adaptive quantity of cards based on screen height
• Hover effects for interactivity

Creating knowledge base (/kms/create)

Creation form

Required fields

Display Name

• Knowledge base name for display
• Used in interface and lists
• Required field for creation

Additional fields

Description

• Brief description of knowledge base purpose
• Helps in organization and search
• Displayed in base list

Automatic settings

Default values are set during creation:

• Ownership: Company — organization ownership
• Visibility: Corporate — visibility within organization
• Status: Published — published base

Creation process

1. Fill required fields
2. Click "Create KMS"
3. Automatic redirect to created knowledge base
4. Ready to add content

Knowledge base management structure (/kms/:id)

Section navigation

After creating knowledge base, tab system is available:

Articles

• Main content of knowledge base
• Creating and editing articles
• Publication status management

Files

• Uploading documents of various formats
• Automatic processing and indexing
• Linking with created articles

Settings

• Knowledge base configuration
• Text processing parameters
• Visibility settings

Article management (/kms/:id/articles)

Control panel

Search and creation functions

• Search field — by title and content (in development)
• "New Article" button — create new article
• Adaptive layout of control elements

Article list

Display: Table view with main information

• Article title — main identifier
• Status — published/draft/deleted
• Creation/modification date
• Actions — edit, delete

Pagination

• 10 articles per page by default
• Page navigation with large number of articles
• Adaptive control elements

Article deletion

Soft Delete with undo option

1. Click delete button on article
2. Notification appears with "Undo" button
3. 5 seconds to cancel action
4. Automatic final deletion after timer

Article restoration

• "Undo" button in notification
• Immediate article restoration
• Preserve all data and metadata

File management (/kms/:id/files)

Drag & Drop interface

Supported formats

• Text documents: PDF, DOC, DOCX, TXT
• Presentations: PPT, PPTX
• Spreadsheets: XLS, XLSX
• Other formats depending on configuration

Upload process

1. Drag files to upload area
2. Or click to select files from system
3. Automatic upload to server
4. Content processing and indexing
5. Create linked articles from file content

Uploaded file management

• File list with size and type information
• Delete button for each file
• Go to article created from file
• File processing statuses

Upload limitations

• Maximum size: 20MB by default
• Number of files — limited by pricing plan
• File types — according to system configuration

Knowledge base settings (/kms/:id/settings)

Main parameters

Base information

Visibility

• Private — only for creator
• Corporate — for entire organization
• Public — open knowledge base

Name

• Updateable field for changing display name
• Required value

Description

• Additional information about base purpose
• Helps organize multiple bases

Text processing settings

Split Options

Enable splitting:

• Toggle switch for activation
• Function description and impact on search quality

Split Type:

• Token — split by AI model tokens
• Character — split by character count

Token split settings

Chunk Size:

• Number of tokens in one fragment
• Range: from minimum to maximum value
• Step: 100 tokens
• Default: according to CHUNKING_DEFAULTS

Chunk Overlap:

• Number of tokens for overlap between fragments
• Improves connectivity during search
• Range: 0-1000 tokens
• Step: 10 tokens

Character split settings

Separator:

• Separator characters for text splitting
• Input field with length limit
• Tooltip with usage hints
• Separator examples: newline, period, paragraph

Validation and limitations

• Minimum and maximum values for all parameters
• Automatic correctness checking of settings
• Warnings for incorrect values

Common usage scenarios

Scenario 1: Creating support knowledge base

1. Go to creation: /kms → "Create knowledge base"
2. Fill form:
   • Name: "Support Knowledge Base"
   • Description: "Frequently asked questions and instructions"
3. Create base → go to management
4. Upload documents: Files → upload FAQ, instructions
5. Create articles: Articles → write additional materials
6. Configure processing: Settings → enable token splitting

Scenario 2: Import company documentation

1. Create new base for documentation
2. Mass file upload: Files → drag & drop multiple documents
3. Wait for processing — system will create articles from files
4. Edit articles — improve structure and formatting
5. Configure search parameters — optimize chunk size

Scenario 3: Managing existing base

1. Open base from list
2. View articles — Articles → analyze content
3. Add new materials — Files or Articles → new content
4. Delete outdated information — with undo option
5. Update settings — Settings → adjust parameters

Scenario 4: Organizing content by topics

1. Create thematic articles in Articles section
2. Structure information by categories
3. Use descriptive titles for better search
4. Link files and articles through common theme

Important limitations

• File size: maximum 20MB per file
• Number of knowledge bases limited by pricing plan
• Supported formats — only popular office formats
• File processing may take time depending on size
• Article search is in development
• Knowledge base deletion — irreversible operation

Common problems and solutions

Problem: File doesn't upload

Solutions:

1. Check file size (maximum 20MB)
2. Ensure file format is supported
3. Check stable internet connection
4. Try refreshing page and uploading again

Problem: Article wasn't created from file

Solutions:

1. Wait for file processing completion (may take several minutes)
2. Check that file contains readable text
3. Ensure file isn't corrupted
4. Try uploading different format file

Problem: Can't find article in list

Solutions:

1. Check pagination — article might be on another page
2. Ensure article wasn't accidentally deleted
3. Search function not available yet — check all pages
4. Refresh page to update data

Problem: Text splitting settings don't save

Solutions:

1. Ensure values are within allowed ranges
2. Check that all required fields are filled
3. Wait for save completion (loading indicator)
4. Refresh page and check saved values

Problem: Knowledge base doesn't appear in agent list

Solutions:

1. Check base visibility settings (should be Corporate or Public)
2. Ensure base contains articles or files
3. Wait for indexing update (may take time)
4. Contact administrator to check access rights

Performance optimization

Content structure recommendations

• Split large documents into thematic articles
• Use descriptive titles to improve search
• Avoid information duplication between articles
• Regularly update outdated content

Text processing settings

• For short documents: increase chunk overlap
• For technical documentation: use character splitting
• For FAQ: optimal chunk size 500-800 tokens
• Experiment with settings for better search quality

File organization

• Group files by topics before uploading
• Prepare files: remove excessive formatting
• Upload in stages — not all files simultaneously
• Monitor processing of each file

What's next?

After creating and configuring knowledge base:

1. Connect to agents — configure base usage in AI agents
2. Create articles manually — detailed content management
3. Configure tags — organize and categorize materials
4. Monitor usage — analyze knowledge base effectiveness