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Files

The Files section serves as your knowledge base, allowing you to upload and manage documents that power your system’s content. From here, you can add files, organise them with tags, and keep track of their status.

Uploading Files

  1. Go to the Files section.

  2. Click the Upload Files button.

  3. Select one or more files from your device.

    • Supported formats: PDF, DOCX and TXT

    • Bulk upload is supported. You can select multiple files at once.

  4. After uploading, the files will appear in a table for review and management.

Files Table

Once files are uploaded, they will be listed in a table with the following columns:

  • File Name – The name of the uploaded file.

  • Content Type – Displays whether the file is a PDF, DOCX or TXT.

  • File Size – The size of the file.

  • Status – Indicates whether the file has been successfully processed.

  • Tags – Shows the tags currently assigned to the file.

  • Actions – Provides options to manage the file.

Actions

Each file includes two available actions:

  • Delete

    • Permanently removes the file from the knowledge base.

  • Manage Tags

    • Opens a popup where you can add or manage tags for better organisation and retrieval.

What Are Tags?

Tags are labels that you assign to files to help the AI find the right document when answering a question. They act like keywords or metadata that make it easier to:

Tags are like labels that help the AI find the right document when answering a question. For example, if a document is about a specific product, you can tag it with the product’s ID. 

  • Group related files together.

  • Search and filter files quickly.

  • Provide context about a document’s purpose, team, or subject/ product.

For example, if a document is about a specific product, you can tag it with the product’s ID.

This makes it easier for the system to find and extract the right information, especially when your knowledge base grows or you have multiple product lines that are not covered within your files.

Managing Tags

When you click Manage Tags, a popup will appear:

Manage Tags Window

  • 1 document selected – Confirms the number of files you are tagging.

  • Add New Tag – Allows you to create and assign a new tag.

    • Tag Key: This is the category, like "product_ids." 

    • Tag Value: This is the specific item, like "151612402" (the ID of a product). 

    • If you have multiple values, separate them with commas (e.g., "151612402, 151612403"). 

  • Existing Tags – View or search existing tags that are already in use.

    • Search bar: Quickly find tags by typing.

    • Key / Value – Displays the list of available tags.

Best Practices

  • Use descriptive file names before uploading to make them easier to recognise.

  • Organise files with consistent tagging (e.g., always use “HR” instead of “Human Resources” and “HR” interchangeably).

  • Regularly review and delete outdated files to keep your knowledge base clean and relevant.

  • Ensure the AI understands how to utilise the Knowledge Base. When you set up your agent, include a Prompt like "Use the Knowledge Base to answer questions about products."