Overview

The Knowledge Base is a file system feature designed to allow users to organize ingested files for prompting. It incorporates functionalities similar to those found in traditional file systems like macOS and Windows.

Users can create unlimited folders and subfolders to efficiently organize their files.

Open

Special Folder Types

Space Folders [BETA]

• Automatic Creation: A dedicated Space Folder is automatically generated by the system whenever a new Space is created, identified by the [Spaces] icon.

• Accessibility: Space Folders enable Space members, who do not have access to the Knowledge Base, to upload files and prompt against them.

• Use Case: Ideal for time-bound projects where the relevance of files may diminish after project completion. Uploading files into Space Folders ensures practical management without cluttering the main Knowledge Base.

External Connectors

• If your Knowledge Base is connected to an external data source (e.g., SharePoint, Confluence), the system will automatically sync the folders and files, ensuring that all data remains up-to-date and easily accessible.

Operations

Folders

Files

Viewing modes

Users can switch between different views to navigate and manage their files and folders more efficiently. Two available views are the Column View and the List View. Here’s how they interact:

Column View

• Purpose: Provides a hierarchical, multi-column navigation method to explore nested folders and directories. The first column (root level) displays the root directories or the top-level folders. This includes the folders created manually, the “All Spaces” folder, and any synced external connectors.

• Navigation: Users can click through folders in successive columns, each column representing a deeper level in the directory hierarchy.

List View

• Purpose: Displays the contents of the selected folder in a tabular format, listing files along with their attributes.

• Attributes: Columns in the list view include Name, Ingestion Status and Date, Creator.

Search files and folders

The search functionality in our system allows users to search for either files or folders, but not both simultaneously. Users must select their preference (files or folders) from the dropdown menu before initiating a search.

If a folder was selected in the Column View, the search results will not be limited to the files in the selected folder, the results will consider all files from the Knowledge Base (which the user has access to).

Access Control: Users can only search for files and folders to which they have access. This ensures that search results are relevant and secure.

Search Filters: The system supports several filters to help refine search results of files only.

• File Type: Narrow down results by specifying the type of file (e.g., PDF, DOCX, PPT).

• Source: Filter results based on the source of the file or folder (i.e. Manual upload, Sharepoint, Confluence)

• State: Search based on the current ingestion state file.

• Ingestion Date: Limit results to files added to the system within a specific date range.

Upload files

Files can be uploaded to either manually created folders or Space Folders. You can upload files in two ways within the column view:

Upload via Button

1. Navigate to the folder where you want to upload the file(s).

2. Click the “Upload Files” button in the right panel.

3. Browse your device's folders to select the file(s) you wish to upload.

4. Confirm your choices.

5. The upload process will begin automatically.

Upload via Drag and Drop

1. Navigate to the folder where you want to upload the file(s).

2. Drag and drop the files into the folder.

3. The upload process will begin automatically.

Review file data

Metadata: Files can take metadata on for additional filtering that can be set before or after the ingestion. This metadata can then be used for the SmartRules of the Spaces or the filtering during searches.

Chunks: Each chunk represents a portion of the file that has been processed and isolated for individual analysis. This might include sections like headings, paragraphs, or data tables. Review each chunk to understand how the file was segmented and identify the specific information contained in each segment.

View Metadata, Chunks, and Embedding Vector

1. Find the file you wish to review. Use the search function to quickly locate specific documents.

2. Click on the desired file to open its right panel detailed view, which includes options like Open File, View Chunks, and Delete File.

3. Click the View Chunks button.

Analyze Chunks

Use the chunk and vector data to perform deeper analysis. This might involve:

• Comparing text segments for consistency or discrepancy.

• Utilizing vector analysis to find similar documents or sections within a large dataset.

• Applying machine learning techniques to predict trends or categorize information based on the content of the chunks.

Open

Delete Files

1. Find the file you wish to delete. Use the search function to quickly locate specific documents.

2. Click on the desired file to open its right panel detailed view, which includes options like Open File, View Chunks, and Delete File.

3. Confirm that this is the correct file you intend to remove to avoid accidental deletions.

4. Click the Delete File button. A confirmation dialog box will appear.

5. Click the Delete button in the dialog box.

Ingestion State Summary

The list view displays all files in the Knowledge Base. The right panel detailed view displays a summary of the number of files in each ingestion state:

• Ingestion Completed: Indicating the number of files successfully ingested.

• Ingestion in Progress: Showing files currently being ingested.

• Queued for Ingestion: Files waiting to be ingested.

• Ingestion Failed: Files whose ingestion did not succeed.

Folder Settings

Folders can have settings on them that define how data that is entering the system is ingested. This information can be set per folder or even inherited down to the subfolders if wished during settings.

This is for example where the Chunk Size can be determined or where MS document intelligence can be switched on.

Define data access of a Space

Users will want to chat with files in the Knowledge base. But the Space will also limit access to files through smart rules. These can be:

• Only access folders Folder 1 and Folder 2 and their files and subfolders (most common one)

• Only access files that are marked in the metadata as from Switzerland.

• Only access files with the .pdf ending.

E.g. in the diagram below, a user from Group 1 would not be able to see or get results of File 1 because they do not have access to it. Even though Group 1 can see the Space.

Permissions Management

• To see the Knowledge Base, the user needs the chat.knowledge.read role, granted in Zitadel.

• Folders can be assigned to Users and Groups for read/write access. This means the files inherit the access of the folder.

Use the diagram below as a mental model of that.

Access management for folders

Each folder contains a list of members who are permitted to access its contents. Users with the role chat.admin.all can view this list in the side panel of a selected folder within the knowledge base.

Access can be granted to an individual user or a group, with options for read and/or write permissions. This access can be modified or revoked at any time. Changes take effect immediately upon being displayed on the interface, as there is currently no need for a confirmation or save button to apply them.