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AI Knowledge

Let the AI assistant answer questions from your own documents — deliberately, one document at a time.

Overview​

Every document in the hub is searchable. Only the documents you import into AI knowledge can be used by the AI assistant to answer questions.

That distinction is the whole point of the feature. Uploading a file puts it in the hub; importing it into knowledge is a separate, explicit, reversible decision. Nothing is ever added to AI knowledge automatically without someone choosing it.

warning

AI features are on by default, but they still need an AI provider. Classification, summaries, and AI answers only start working once an AI provider is configured for the deployment; until then the AI stages are skipped automatically. Until then, uploads still have their text read out and stay fully searchable — you simply get keyword search instead of AI answers. See Settings.

Uploaded vs Imported​

Uploaded onlyImported into AI knowledge
Stored in the hub✅✅
Found by name search✅✅
Found by content search✅✅
Used by the AI assistant to answer questions❌✅

The Knowledge badge on each document tells you where it stands:

BadgeMeaning
Not in knowledgePresent in the hub, never imported
QueuedWaiting to be processed for AI knowledge
IndexingBeing prepared right now
In AI knowledgeAvailable to the assistant
Indexing failedSomething went wrong — try importing again
ExcludedDeliberately opted out

Importing a Document​

  1. Open the document and expand the detail panel
  2. Switch on In AI knowledge (or use Import to AI knowledge)

The document is prepared in the background — its text is split into passages so that the assistant can quote the right part of a long file rather than the whole thing. The badge moves to In AI knowledge when it is ready.

You can also select many documents at once and use Import to knowledge from the bulk bar.

tip

Administrators can make Add to AI knowledge the default for new uploads in Settings → Documents, so a team that wants everything answerable does not have to remember to flip the switch each time.

Excluding a Document​

Turn the switch off, or use Exclude from AI knowledge. The document's prepared passages are deleted and it stops contributing to answers immediately. The document itself, its file, its history, and its links are untouched — only its participation in AI answers ends.

Use this for anything confidential enough that it should not surface in an answer to a colleague's question, even if that colleague could open the document directly.

Re-Indexing​

If a document's content changes — you corrected its extracted text, or edited a page substantially — use Re-index in the detail panel to prepare it again. Documents whose content has not actually changed are skipped, so re-indexing is cheap and safe to repeat.

Automatic Categorization and Summaries​

When AI is enabled, each uploaded file is also read once for classification. That produces:

  • Categories — one to three suggestions from the organization's category catalog, added to whatever you set yourself. Categories you chose are never removed.
  • An AI summary — a sentence or two describing what the document is, shown in the detail panel. Regenerate summary re-runs it.
  • Suggested tags — proposals only. The assistant never creates tags on its own.
  • A confidence score — how sure the classifier was.

If confidence is low, the document is sent to the review queue instead of being trusted silently.

How the Assistant Uses Documents​

When you ask the AI assistant a question, it can search your organization's imported documents and read the relevant passages before answering. Two things are worth knowing:

  • Your permissions apply. The assistant searches as you. It can never surface a document you would not be allowed to open — private documents you have no access to simply are not there.
  • Answers point back at the source. Retrieved passages carry their location — heading, page number, or spreadsheet sheet — so an answer can be traced to the document it came from and checked.

Search combines meaning-based and keyword matching where the deployment supports it. Where it does not, it falls back to keyword search automatically; administrators can see which mode is active in Settings → Documents.

What Keeps a Document Out of Answers​

A document is excluded from AI answers if any of these is true:

  • It is not imported into AI knowledge, or its import has not finished
  • It is Excluded
  • Its Searchable content switch is off
  • It is archived or deleted
  • It was rejected in review
  • It is AI-derived content still waiting for review — see below
  • The person asking would not be allowed to open it

The Review Safety Rule​

Content that the AI produced or classified with low confidence does not feed back into AI answers until a human approves it. That closes the loop where a machine's guess becomes a machine's source of truth. Full detail in Reviews & Approvals.