Knowledge Base
The Knowledge Base is your organization's shared document library. It is where company-wide material lives — policies, procedures, handbooks, templates — so that people and the AI can find the same, up-to-date answers.
It is also the place where documents are organized by department and by access level, so each person only ever sees what they are allowed to see.
Where to find it
The Knowledge Base entry sits in the Platform area of the left sidebar (open-book icon).
| Your role | Do you see "Knowledge Base" in the sidebar? |
|---|---|
| Admin | Yes — inside the Platform group |
| Executive | Yes — shown directly in the sidebar |
| Department Manager (a member who manages a top-level department) | Yes |
| Member | No |
This is the default. Your organization can also give the Knowledge Base to other people through a custom role — see Roles & Permissions.
If you don't see the Knowledge Base in your sidebar, you can still benefit from it. The AI uses Knowledge Base documents when it answers your questions — always limited to the documents your access level allows. Your own files stay in My Documents.
What the page looks like
When you open the Knowledge Base you get:
- The page title Knowledge Base, with a line underneath telling you how many documents your organization currently has.
- Two tabs: Documents, the list of uploaded files, and Websites, where you can add a website as a knowledge source instead of uploading a file — see Website Sources.
- A refresh button (circular arrow) to reload the list.
- An Upload Document button to add new files.
- A search box, filters, a department tree, and a table of documents.
Each row in the table shows the document Name, Type, Permission level, Size and when it was last Updated. Selecting a row opens a detail panel where you can preview, download, change the permission level, or delete the document.
See Finding documents for the full tour of search, filters and the department tree.
Knowledge Base vs My Documents
Both places hold documents. The difference is who they are for.
| My Documents | Knowledge Base | |
|---|---|---|
| Who it's for | You | Your whole organization |
| Who can open the page | By default everyone | By default Admins, Executives, and Department Managers |
| Where it sits in the sidebar | WorkSpace group | Platform group |
| How documents are shown | A grid of document cards | A table, with an access-level filter and a department tree |
| Typical content | Your drafts and your working files | Company policies, procedures, handbooks, training material, forms |
| Access level | Always Personal — there is nothing to choose | You choose the level when you upload, and can change it later |
| Who sees your uploads | Only you | Whoever the access level allows |
| AI access | Only in your own conversations | Within each person's access level |
In the Knowledge Base, the access level decides who can see a document. Read Access levels before you share anything sensitive.
What belongs in the Knowledge Base
The Knowledge Base is at its best when it holds the material people ask about again and again, for example:
- Company policies and employee handbooks
- Department procedures and guidelines
- Onboarding and training material
- Templates and forms
- Reference documents and compliance material
You can upload PDF, Word, Excel, PowerPoint, text, CSV, Markdown, image and audio files. See Uploading documents for limits and step-by-step instructions.
Who can see what
Every document carries an access level. The level decides visibility.
| Level | Who can see the document |
|---|---|
| Personal | Only the person who uploaded it |
| Team | Members of the team the document is assigned to |
| Department | Members of that department; managers of that department's hierarchy; Admins and Executives |
| Organization | Everyone in the organization |
| Confidential | Admins and Executives only |
Personal documents stay private to their owner. Even Admins and Executives cannot see someone else's Personal documents.
Full details, the badges, and how to change a level are on the Access levels page.
What each role can do
The table shows what each role can do by default.
| Role | Open the Knowledge Base page | Documents they can see | Upload | Change a document's access level |
|---|---|---|---|---|
| Member | ❌ | Their own files in My Documents. Documents shared with them (Organization, their Department, their Teams) reach them through AI answers | ❌ | — |
| Department Manager | ✅ | Their own Personal documents, Organization documents, their Teams' documents, and Department documents inside the hierarchy they manage | ✅ (Department level: only to departments in their hierarchy) | Documents they uploaded themselves |
| Executive | ✅ | All departments, every shared level including Confidential | ✅ (to any department) | Any document |
| Admin | ✅ | All departments, every shared level including Confidential | ✅ (to any department) | Any document |
Executives have full document access. An Executive can browse the Knowledge Base across every department, see Confidential documents, upload new files, and change access levels — the same as an Admin.
Department Managers are scoped to the departments they manage. They do not see Confidential documents, and Department-level documents are limited to their own department hierarchy.
Custom roles
Your organization can give the Knowledge Base to other people through a custom role — see Roles & Permissions. On the page, every action is allowed separately:
| Action | What you see without it |
|---|---|
| Search | The search box is greyed out and shows "You don't have permission to search" |
| Filter | The File Type button and the Access Level options are greyed out and show "You don't have permission to filter" |
| Upload | There is no Upload Document button |
| Preview | There is no Click to preview area in the detail panel, and double-clicking a row does nothing |
| Download | There is no Download button in the detail panel |
| Change level | There is no Change link next to the permission badge |
| Delete | There is no Delete Document button, and no Delete in the selection bar |
So a person with a custom role may see the page without some of these controls. Which documents appear in the list is still decided by the access levels above.
How the AI uses the Knowledge Base
An assistant can be set up to use the Knowledge Base. When it is, asking a question in chat lets the assistant look through Knowledge Base documents and answer from them, citing the documents it used so you can check the source.
Example
You: "What's our vacation policy?"
Assistant: finds the Employee Handbook in the Knowledge Base and answers your question, showing the handbook as its source.
The AI applies exactly the same access rules as the page does. It will never quote a document you are not allowed to see — including Confidential documents if you are not an Admin or Executive.