AI Studio - Knowledge Base

Use this page to understand how Knowledge Base is used and managed in AI Studio.

Overview

Knowledge Base is the AI Studio area for uploading, processing, indexing, reviewing, and managing approved reference documents that Ask Yarken and configured agents can use when answering questions.

Use Knowledge Base when the agent needs access to customer-approved reference material, such as policies, process guides, operating procedures, contract guides, taxonomy documents, metric glossaries, product guides, standards, or internal documentation.

After documents are processed, Ask Yarken can use both the curated pages and the full source text to answer questions about the uploaded material. Responses can include source references so users can trace an answer back to the supporting document content.

User flow

Users interact with Knowledge Base in two ways.

Administrators manage the source material in AI Studio. End users ask questions in Ask Yarken or another supported agent experience. When a question requires uploaded document context, the agent can search the Knowledge Base and use the relevant content in the response.

User action	What happens
Admin uploads an approved document	Knowledge Base stores the original file and captures the full text.
Knowledge Base builds the index	The system creates searchable source text and curated pages that agents can use.
A user asks a question about uploaded material	Ask Yarken can run a knowledge search and retrieve supporting evidence from the indexed content.
Relevant content is found	Ask Yarken uses the curated pages or full source text to answer with source support.
A source passage was not promoted into a curated page	Ask Yarken can still answer from the full source text and cite that source text.
No relevant content is available	The response depends on other available governed data and context, or Ask Yarken may explain that it cannot find a supported answer.

How Knowledge Base works

Knowledge Base separates uploaded documents into three usable layers:

Layer	What it does
Sources	Stores each uploaded document as the record of truth and captures the full text.
Pages	Builds a curated wiki-like set of pages from the uploaded source material. Each page represents a topic, concept, metric, policy, or other extracted knowledge item.
Ask	Lets users ask questions against the curated pages and full source text, with citations where supported.

Knowledge Base is designed so information is not lost during curation. Curated pages highlight the most useful topics, while the full source text remains available for detailed answers and source tracing.

Where to find Knowledge Base

To open Knowledge Base:

Go to Admin.
Select AI Studio.
Under Knowledge, select Knowledge Base.

Current screen state

The Knowledge Base screen shows four working areas:

Area	Purpose
Pages	Shows curated pages created from uploaded documents. Use this view to browse live or draft knowledge pages.
Sources	Shows uploaded source documents, their processing status, and document actions.
Needs review	Shows conflicts or genuine disagreements between sources that need a decision before the curated page is finalized.
Ask	Lets users ask questions against the Knowledge Base. Answers come from curated pages and full source text, with citations.

The screen also summarizes the Knowledge Base model:

Step	Meaning
Sources	Every uploaded document is captured in full. Nothing is dropped.
Pages	A curated set of pages is built on top of the sources, usually one page per topic.
Ask	The assistant answers from both curated pages and the full source text.

What Knowledge Base may support

Knowledge Base supports:

Uploading approved reference documents.
Capturing the full text of each uploaded document.
Building indexed and curated knowledge pages from uploaded content.
Managing active and archived sources.
Previewing source content and curated pages.
Searching uploaded content during AI responses.
Citing documents or source text when answers depend on uploaded material.
Flagging source conflicts that need review.
Archiving replaced or retired documents for audit.
Supporting organization-specific policies, workflows, definitions, standards, and user guides.

Admin configuration flow

To add documents to Knowledge Base:

Open Admin > AI Studio > Knowledge > Knowledge Base.
Select Add documents.
Choose the document type that best matches the content.
Select Continue.
Drop files into the upload area, or select the upload area to browse for files.
Review the optional document details.
Add a domain if you want to organize the uploaded material for browsing.
Add an effective date if the document is versioned or should only be treated as current from a specific date.
Select an earlier version if the upload replaces a previous document.
Select Add & publish.
Leave the dialog open until processing finishes, or select Run in background if the document can continue processing while you work elsewhere.

Knowledge Base first captures the full text, then builds the index and curated pages. The interface shows processing stages such as capturing full text, building the index, and publishing.

Supported document types

Knowledge Base supports the following file types:

File type	Notes
PDF	Use for approved guides, contracts, standards, policies, and reports.
Markdown	Use for structured technical, taxonomy, process, or reference content.
Plain text	Use for simple approved reference content.
Word documents	Use for approved user guides, policies, and process documents.

Each file becomes one source. The upload screen supports files up to 25 MB each and allows several files to be dropped at once.

Document types

When uploading, choose the closest document type. This helps Knowledge Base read the file and place generated pages in a useful structure. The type guides extraction; it does not need to be perfect.

Type	Use for
Business / Mapping Rules	Cost-pool, tower, GL, or other mapping logic.
Metric / Term Glossary	Definitions of business terms, metrics, and measures.
Policy & Governance	Policies, thresholds, compliance rules, and approval limits.
Product / Tool Docs	Product guides, report guides, tool behavior, usage notes, and caveats.
SOP / Process	Standard operating procedures and repeatable workflows.
Standard / Framework	External standards and frameworks, such as TBM taxonomy material.
Taxonomy / Reference Data	Cost-pool taxonomy, tower structure, hierarchies, and reference data.
Other	Custom content where extraction should be guided by the user-provided description.

Review and conflict handling

Most new pages publish automatically after processing. Items appear in Needs review when Knowledge Base finds a genuine disagreement between sources.

Use Needs review to compare the competing source-backed versions and decide which curated page should remain current. Uploaded sources are not changed during review. The review decision controls which curated page is used for current answers.

Managing uploaded documents

Use the Sources tab to manage uploaded documents.

The source list shows active and archived documents, along with processing states such as Parsing and Ready. From the source list, admins can open or preview a source, inspect the pages generated from it, archive or delete documents where appropriate, and clear archived documents when they are no longer needed.

Use the Pages tab to browse generated pages. Pages can be filtered between live and draft views when those states are available.

Ask Yarken example

After an approved user guide is uploaded, parsed, and indexed, Ask Yarken can answer questions about that guide.

Example questions include:

Explain the contract extraction workflow step by step.
Why am I unable to publish a contract, and what is the workaround?
What are the prerequisites before publishing a contract?
What can users ask about a published contract?

In this scenario, Ask Yarken searches the Knowledge Base, retrieves evidence from the uploaded Contract Extraction User Guide, and answers with source support. If the answer depends on a detailed passage that was not promoted into a curated page, Ask Yarken can still use the full source text.

When to update Knowledge Base

Update Knowledge Base when:

Policies change.
Operating procedures change.
New reference guides are approved.
Product or tool guidance changes.
Contract, taxonomy, metric, or framework guidance is replaced.
Old documents are retired.
Users report missing or outdated answers.
The agent cites outdated material.

Configuration guidance

Before uploading documents, confirm that:

The document is approved for AI use.
The content is current.
The document does not duplicate a newer source.
Ownership is clear.
The document should be searchable by the agent.
The document can be cited in user-facing responses.
The correct document type is selected.
Versioned documents include an effective date or replacement relationship where needed.

Governance notes

Knowledge Base should contain approved reference material only.

Do not upload outdated drafts, duplicate guidance, or documents that conflict with current product behavior. Retire or replace old documents when guidance changes.

Knowledge Base improves answer grounding, but users should still verify AI-assisted responses before using them for operational decisions. Ask Yarken responses remain subject to Yarken permissions, AI guardrails, and the quality of the uploaded source material.

Next step

AI Studio - Guardrails

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