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Knowledge Base

Overview

The Knowledge Base is your organization’s central document repository. ADM uses it for retrieval-augmented generation (RAG) to produce accurate, contextual answers grounded in your policies, procedures, and technical docs.

Purpose

  • Centralize organization-specific knowledge.
  • Enrich AI responses with verified context.
  • Share domain knowledge and maintain a single source of truth.

How it works

  • Upload documents.
  • Index content (text extraction and structuring).
  • Embed content into vectors for fast similarity search.
  • Retrieve relevant sections at question time.
  • Answer with sources and citations.

When you ask a question, ADM automatically searches the Knowledge Base, pulls the most relevant passages, and cites them in the response.

Upload documents

Navigate

  • Main menu: Knowledge Base.
  • Command: type /knowledge-base in any conversation.

Upload

  • Click Upload Document (or drag and drop files).
  • (Optional) Add metadata:
    • Title, Description, Tags, Access Level.
  • Click Upload and wait for indexing to complete.

Supported formats

  • Fully supported: PDF, DOC/DOCX, TXT, MD, XLS/XLSX (Spreadsheets index static values; formulas are not executed.)
  • Partially supported: PPTX (text only), JSON (experimental), XML (experimental)
  • Not supported: Images, audio, video, archives, executables

Limits

  • Max file size: 25 MB
  • PDF: ≤ 500 pages
  • Word: ≤ 200 pages

Document indexing

What indexing does

  • Extracts text and structure.
  • Splits content into meaningful chunks.
  • Generates semantic embeddings.
  • Stores vectors for fast similarity search.

Status indicators

  • Indexing ⟳: Processing
  • Indexed ✓: Ready to use
  • Failed ✗: Needs attention

Re-indexing

  • Occurs automatically when you upload a new version.
  • Trigger manually with Re-index if results look off or after system updates.

Using knowledge in conversations

Automatic context

  • ADM analyzes your question, retrieves relevant passages (typically 3–5), synthesizes an answer, and shows citations.

Citations include

  • Document name, and page numbers when available.
  • Click a citation to open the source and verify the context.

See sources

  • Expand Sources at the end of a response to view all referenced documents.

Manage your knowledge base

View

  • The document table shows Name, Upload Date, Size, Status, Tags. Sort and filter as needed.

Search

  • Search by Name, Tags, Content, and Upload Date. Combine criteria to narrow results; save frequent searches.

Edit metadata

  • Open a document > Edit.
  • Update Title, Description, Tags, Access.
  • Save Changes. (No re-index required for metadata edits.)

Delete

  • Select document(s) > Delete > confirm Delete Permanently.

This action cannot be undone. Download a copy first if needed.

Organize with tags

  • Use clear, consistent tags (e.g., policy, technical-doc, onboarding, engineering, project-alpha).
  • Establish a simple tag taxonomy for teams to follow.

Best practices

  • Keep documents current; review quarterly.
  • Remove superseded content.
  • Use descriptive filenames (e.g., Dept_DocType_Version_Date).
  • Monitor which docs are cited often to spot gaps.

Technical architecture (brief)

  • RAG pipeline: vector store + semantic retrieval + grounded generation.
  • Vector database: FAISS for fast similarity search.
  • Embeddings: transformer models create semantic vectors.
  • Chunking: sentence/token strategies preserve context within optimal chunk sizes.
  • Retrieval: top matches (cosine similarity) provided as context to the model for faithful answers.

Quality controls include checks for relevancy, contextual precision, faithfulness, and hallucination/toxicity safeguards.

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.
  • Future options: Google Drive, SharePoint, and more.

MCP integrations require administrator configuration.

Troubleshooting

Document not appearing

  • Verify format and size limits; refresh the page.
  • Wait for Indexing to finish.
  • Known: PPTX may not list correctly in some cases; contact support if persistent.

Incorrect/incomplete answers

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

Indexing failed

  • Open the file locally to confirm it isn’t corrupted.
  • Re-upload in a supported format and within limits.

Slow indexing

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

Security and privacy

Access control

The Knowledge Base respects your organization's security requirements:

  • Document-Level Permissions: Set access levels during upload to control who can view and query each document. Options typically include Public (all users), Department-specific, and Private (uploader only).
  • Role-Based Access: Your ADM administrator can configure role-based access control (RBAC) to automatically apply permissions based on user roles.
  • 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)