Knowledge Base

Overview

The Knowledge Base is a shared library of your organization's documents, such as data policies, runbooks, glossaries, and technical guides. When you ask ADM a question, ADM searches these documents and uses the relevant passages to answer with your organization's own content. ADM cites the documents that it used, so you can check the source of an answer.

Use the Knowledge Base when you want ADM to answer with your organization's definitions, rules, and procedures instead of general knowledge. For example, upload your data retention policy so that ADM can answer questions about how long specific data must be kept.

You can make files available to ADM in two ways:

Knowledge Base files: Files that you upload to the Knowledge Base are searchable by every user in your tenant. Uploading and deleting these files requires permission.
Conversation files: Files that you attach to a conversation are used only in that conversation. They aren't added to the Knowledge Base.

To open the Knowledge Base, in the left navigation, select Agentic Data Management > Knowledge Base.

Upload files to the Knowledge Base

Upload the files that many users need, such as policies, standards, and reference documents. After you upload a file, every user in your tenant can search it in their conversations. If only you need a file, attach it to your conversation instead. For more information, see the Attach a file to a single conversation section below.

Before you begin, make sure that you have the Modify permission for ADM Configuration in your tenant role. Every user in your tenant can view and search Knowledge Base files, but only users with this permission can upload or delete them.

To upload files:

In the left navigation, select Agentic Data Management > Knowledge Base.
In Upload Documents, drag and drop your files, or click browse to select them.
Wait until the status of each file is Ready. ADM can use a file only after its status is Ready.

Supported formats and limits

You can upload PDF, DOCX, XLSX, CSV, HTML, TXT, and MD files to the Knowledge Base. Each file can be up to 20 MB. There's no page limit.

File status

After you upload a file, ADM processes the file so that it can be searched. The Status column on the Knowledge Base page shows whether a file is ready. ADM uses a file in its answers only when its status is Ready.

The Status column shows one of the following values: Processing while ADM processes the file, Ready when ADM can use the file, or Failed when ADM can't process the file. If a file fails, review the reason that ADM shows, fix the issue, and then try again.

The Tables column shows the number of tables that ADM extracted from the file. ADM queries extracted tables directly, which gives more precise answers for tabular data than a text search. Table extraction works best for XLSX and CSV files, and for clearly structured tables in other documents.

Use the Knowledge Base in a conversation

By default, ADM searches all Knowledge Base files when it answers your question. To get a more precise answer, you can limit the search to specific files, or turn off the Knowledge Base search for a conversation. You can also attach files that ADM uses only in that conversation.

Choose which files ADM searches

Limit the search to specific files when you know which document has the answer. For example, if several documents describe retention rules, select the policy for your region so that ADM answers based on that document only.

In the chat box, click Knowledge base: All files.
Select the files that you want ADM to use. You can select up to 10 files. To search all files again, select All files.
To stop ADM from searching the Knowledge Base in this conversation, turn off Search the knowledge base.

Your selection is saved to the conversation. Files that are attached to the conversation are always searched.

Attach a file to a single conversation

Attach a file when only one conversation needs it, for example, a draft specification or a screenshot of an error. An attached file isn't added to the Knowledge Base, and ADM uses it for every message in that conversation.

In the chat box, click Attach.
Select one or more files. You can attach PDF, DOCX, XLSX, CSV, HTML, TXT, MD, PNG, JPG, and JPEG files.
To see the files attached to the conversation, click Files. You can attach up to 10 files to a conversation.

If you share the conversation, the users that you share it with can also use its attached files. You can't remove a file after you attach it. To stop other users from seeing an attached file, delete the conversation.

Check the sources of an answer

When ADM uses Knowledge Base files in an answer, it cites the documents that it used. Review the cited documents to confirm that the answer is based on the right source. [To be confirmed: how citations appear in the current UI.]

Manage Knowledge Base files

The Knowledge Base page lists every uploaded file with its Name, Status, Tables, and Added date. To find a file, enter its name in the search box.

View a file: Click the view icon in the row of the file.
Delete a file: Click the delete icon in the row of the file. A deleted file is removed for every user in your tenant, and ADM no longer uses it in answers. Deleting files requires permission to manage the Knowledge Base. [To be confirmed: whether a confirmation appears, and whether a deleted file can be restored.]

Best practices

Keep files current. Review files regularly and delete outdated files, so that ADM doesn't answer from old content.
Use descriptive file names, such as Finance_RetentionPolicy_v3.pdf, so that users can find and select the right file.
Upload a file to the Knowledge Base only when other users need it. If only you need a file, attach it to your conversation instead.

Integration with external knowledge sources

ADM supports external sources via Model Context Protocol (MCP):

Confluence: query live pages without manual upload.
Jira: reference tickets and project artifacts.

MCP integrations require administrator configuration.

Troubleshooting

Document not appearing

Verify format and size limits; refresh the page.
Wait until the file status is Ready.

Incorrect/incomplete answers

Confirm the source document contains the correct content.
Re-index the document.
Check for conflicting versions or duplicates.

Indexing failed

Review the reason for the failure that ADM shows for the file.
Fix the issue, and then upload the file again. Use a supported format, and make sure that the file is 20 MB or smaller.

Slow indexing

Large/complex docs take longer.
Break very large documents into smaller files if needed.

Security and privacy

Access control

Access to files in ADM works as follows:

Knowledge Base files: Every user in your tenant can search uploaded files in their conversations. Only users with permission to manage the Knowledge Base can upload or delete files.
Conversation files: Files that you attach to a conversation are used only in that conversation and aren't added to the Knowledge Base.

Audit Logging: All document uploads, accesses, and deletions are logged for security and compliance purposes.

Data protection

Your documents are protected through multiple security layers:

Encryption at Rest: All documents are encrypted in storage using industry-standard encryption protocols.
Encryption in Transit: Data transfers between your browser and ADM servers use TLS encryption.
Data Isolation: In multi-tenant environments, your documents are isolated from other organizations' data.
Retention Policies: Configure automatic deletion of documents after a specified period to comply with data retention requirements.

Compliance

The Knowledge Base supports various compliance frameworks:

GDPR compliance for European data
SOC 2 Type II certification
ISO 27001 information security standards
HIPAA compliance for healthcare documents (when configured)