Activate and Assign Knowledge

Overview

Knowledge in Utari allows you to give your workers access to your own documents, SOPs (Standard Operating Procedures), frameworks, and reference materials. By activating knowledge for a worker, you enable it to reference your specific guidelines, methodologies, and information when performing tasks—ensuring outputs align with your standards and processes.

What is Knowledge?

Knowledge in Utari refers to:

SOPs

Standard Operating Procedures that define how tasks should be completed

Reference Documents

PDFs, documents, and guides that provide context and information

Frameworks

Methodologies and structures for approaching specific types of work

Templates

Standardized formats and examples for consistent output

Guidelines

Brand voice, style guides, and quality standards

Training Materials

Educational content and best practices documentation

Workers use activated knowledge as reference material to inform their responses, ensuring they follow your specific processes and standards.

Prerequisites

Before assigning knowledge to a worker, ensure:

Knowledge is uploaded to your Utari knowledge base
Knowledge base tool is enabled for the worker
Worker is properly configured with necessary tools and capabilities

Activating Knowledge for Workers

Select Your Worker

Navigate to the worker you want to enhance with knowledge (e.g., “Facebook Ads Generator”).

Open Knowledge Tab

Click on the Knowledge tab in the worker’s configuration panel.

Browse Available Knowledge

You’ll see all folders and resources available in your knowledge base:

Organized folders
Individual SOPs
PDF documents
Other uploaded resources

Select Knowledge Resources

Click the checkbox next to each knowledge resource you want to activate for this worker.The worker will have access to all checked resources during conversations.

Verify Tool Activation

Critical Step: Navigate to the Tools tab and ensure the Knowledge Base tool is enabled.Click the checkbox next to “Knowledge Base” if it’s not already activated.

Important: If the Knowledge Base tool is not enabled in the Tools tab, the worker will fail when trying to access knowledge, even if specific resources are activated in the Knowledge tab.

Understanding Context Limits

When activating knowledge for workers, be aware of context limits:

Context Window Consideration: The more knowledge you activate for a worker, the more of its context window is consumed by reference material. This may reduce the space available for:

Your prompts and instructions
Conversation history
Generated responses
Tool outputs

Finding the Right Balance

Focused Knowledge

Best Practice: Activate only knowledge directly relevant to the worker’s specific purposeBenefits:

More space for conversation
Faster response times
More focused outputs
Reduced confusion

Comprehensive Knowledge

Use When: Worker handles diverse tasks requiring multiple frameworksTrade-offs:

Less space for prompts
Potentially slower responses
May need to reference specific docs explicitly

Knowledge Activation Strategies

Strategy 1: Purpose-Specific Workers

Create specialized workers with targeted knowledge:

Content Writer Worker:
✓ Brand Voice Guidelines
✓ SEO Writing SOP
✓ Content Style Guide
✗ Sales Process SOP (not relevant)
✗ Technical Documentation Standards (not needed)

Strategy 2: Role-Based Knowledge

Assign knowledge based on worker roles:

Marketing Worker

Activate:

Marketing campaign SOPs
Brand guidelines
Target audience profiles
Content calendars
Ad copy frameworks

Sales Worker

Activate:

Sales process documentation
Objection handling scripts
Product information sheets
Pricing guidelines
CRM usage SOPs

Support Worker

Activate:

Product documentation
Troubleshooting guides
Common issues database
Customer service standards
Escalation procedures

Operations Worker

Activate:

Process documentation
Quality standards
Workflow guidelines
Reporting templates
Compliance procedures

Strategy 3: Project-Specific Workers

Create workers for specific projects with relevant knowledge only:

Product Launch Worker:
✓ Product specifications
✓ Launch timeline
✓ Marketing materials
✓ Target market research
✓ Launch day checklist

Using Activated Knowledge

Once knowledge is activated, workers can reference it automatically or when prompted:

Automatic Reference

Workers intelligently reference activated knowledge when relevant:

User: Write an ad for our new product

Worker: [References brand voice guidelines and ad copy framework]
[Creates ad following activated SOPs]

Explicit Reference

You can explicitly request knowledge use:

Using the Facebook Ads SOP in your knowledge base, create a campaign for our new product launch.

Apply the content creation framework from your knowledge to write a blog post about AI trends.

Review this ad copy against our brand guidelines and suggest improvements.

Combine insights from the marketing SOP and audience research document to create a strategy.

Managing Knowledge Resources

Organizing Your Knowledge Base

Keep your knowledge base well-organized for easy activation:

Create Logical Folders

    Knowledge Base/
    ├── Marketing/
    │   ├── Brand Guidelines/
    │   ├── Campaign SOPs/
    │   └── Ad Copy Frameworks/
    ├── Sales/
    │   ├── Sales Process/
    │   ├── Product Info/
    │   └── Scripts/
    ├── Operations/
    │   ├── Workflows/
    │   └── Quality Standards/
    └── Templates/
        ├── Content Templates/
        └── Report Templates/

Use Clear Naming

Name files descriptively:

✅ “Facebook_Ads_SOP_v2.pdf”
✅ “Brand_Voice_Guidelines_2024.pdf”
❌ “Document1.pdf”
❌ “Untitled.pdf”

Version Control

Include version numbers or dates:

“SEO_Guidelines_v3.pdf”
“Product_Specs_2024-11.pdf”

Regular Updates

Keep knowledge current by:

Updating documents as processes change
Removing outdated information
Adding new frameworks and guidelines

Updating Knowledge for Active Workers

When you update knowledge resources:

Upload New Version

Upload the updated document to your knowledge base.

Deactivate Old Version

Uncheck the outdated document in the worker’s Knowledge tab.

Activate New Version

Check the updated document to activate it.

Test Worker

Run a test conversation to ensure the worker uses the updated knowledge correctly.

Best Practices

Activate Selectively

Only activate knowledge directly relevant to each worker’s purpose—quality over quantity

Enable Knowledge Tool

Always verify the Knowledge Base tool is enabled in the Tools tab before using knowledge

Test After Activation

Test your worker after activating knowledge to ensure it references materials correctly

Monitor Context Usage

Watch for signs of context limitation and reduce knowledge if needed

Keep Knowledge Current

Regularly update knowledge resources to maintain accuracy and relevance

Document Purpose

Maintain documentation about which workers use which knowledge and why

Organize Logically

Structure your knowledge base with clear folders and naming conventions

Version Documents

Use version numbers to track and manage knowledge updates

Common Use Cases

Brand Consistency

Maintaining Brand Voice

Activated Knowledge:

Brand voice and tone guidelines
Approved messaging frameworks
Style guide (grammar, punctuation, formatting)
Visual identity guidelines
Do’s and don’ts document

Result: All content created by the worker maintains consistent brand standards

Process Adherence

Following Established Workflows

Activated Knowledge:

Step-by-step process SOPs
Quality checkpoints
Approval workflows
Compliance requirements
Best practice guidelines

Result: Worker follows your specific processes exactly as documented

Expertise Transfer

Applying Specialized Knowledge

Activated Knowledge:

Industry-specific methodologies
Technical frameworks
Research findings
Case studies and examples
Expert guidelines

Result: Worker applies specialized expertise to tasks

Template-Based Work

Consistent Output Formats

Activated Knowledge:

Document templates
Report structures
Presentation formats
Email templates
Standard forms

Result: All outputs follow your established formats

Troubleshooting

Worker can't find activated knowledge

Verify:

Knowledge Base tool is enabled in Tools tab
Specific knowledge resource is checked in Knowledge tab
Knowledge file is properly uploaded and not corrupted
You’re referencing the correct document name
Try re-checking the knowledge resource

Worker isn't following knowledge guidelines

Try:

Being more explicit in prompts: “Use the [specific SOP] to…”
Checking if multiple conflicting knowledge sources are active
Ensuring the knowledge document is clear and well-structured
Testing with simpler, more direct references
Reducing other activated knowledge to minimize confusion

Context limit errors or truncated responses

Reduce context usage by:

Deactivating non-essential knowledge
Breaking up large documents into focused sections
Creating specialized workers with subset of knowledge
Using shorter prompts
Starting new conversations more frequently

Knowledge not updating after changes

Steps to resolve:

Deactivate the old version in Knowledge tab
Ensure new version is fully uploaded
Activate the new version
Start a fresh conversation
Clear browser cache if needed

Multiple workers need same knowledge

This is normal and supported:

Same knowledge can be activated for multiple workers
Each worker interprets knowledge based on its role and instructions
No conflict or duplication issues
Update knowledge once, affects all workers using it

Advanced Knowledge Strategies

Layered Knowledge

Combine different types of knowledge for comprehensive guidance:

Base Layer: General brand guidelines (all workers)
Role Layer: Department-specific SOPs (role-specific workers)
Task Layer: Project-specific documentation (project workers)

Dynamic Knowledge Selection

Create multiple versions of workers with different knowledge sets:

Blog Writer (Beginner): Basic writing guidelines only
Blog Writer (Advanced): Full SEO SOP + style guide + examples
Blog Writer (Technical): Technical writing standards + product docs

Knowledge + Triggers

Combine activated knowledge with scheduled triggers:

Daily Report Worker:
- Activated: Reporting template + data sources guide
- Trigger: Daily at 8 AM
- Result: Consistent daily reports following template

Summary

You’ve successfully learned how to:

Navigate to and access the Knowledge tab for workers

Activate specific knowledge resources for individual workers

Enable the Knowledge Base tool for proper functionality

Understand and manage context limits with knowledge activation

Apply knowledge activation strategies for different worker types

Organize and maintain your knowledge base effectively

Troubleshoot common knowledge-related issues

By strategically activating knowledge for your workers, you ensure they have the exact information and guidelines needed to perform tasks according to your standards, creating consistent, high-quality outputs that align with your processes and brand.

Next Steps

Upload Knowledge

Learn how to add SOPs and documents to your knowledge base

Jeremy SOPs

Access and utilize pre-built Jeremy SOPs for your workers

Worker Configuration

Optimize overall worker setup with knowledge integration

Tools Setup

Configure additional tools to complement your knowledge

​Overview

​What is Knowledge?

SOPs

Reference Documents

Frameworks

Templates

Guidelines

Training Materials

​Prerequisites

​Activating Knowledge for Workers

​Understanding Context Limits

​Finding the Right Balance

Focused Knowledge

Comprehensive Knowledge

​Knowledge Activation Strategies

​Strategy 1: Purpose-Specific Workers

​Strategy 2: Role-Based Knowledge

​Strategy 3: Project-Specific Workers

​Using Activated Knowledge

​Automatic Reference

​Explicit Reference

​Managing Knowledge Resources

​Organizing Your Knowledge Base

​Updating Knowledge for Active Workers

​Best Practices

Activate Selectively

Enable Knowledge Tool

Test After Activation

Monitor Context Usage

Keep Knowledge Current

Document Purpose

Organize Logically

Version Documents

​Common Use Cases

​Brand Consistency

Maintaining Brand Voice

​Process Adherence

Following Established Workflows

​Expertise Transfer

Applying Specialized Knowledge

​Template-Based Work

Consistent Output Formats

​Troubleshooting

​Advanced Knowledge Strategies

​Layered Knowledge

​Dynamic Knowledge Selection

​Knowledge + Triggers

​Summary

​Next Steps

Upload Knowledge

Jeremy SOPs

Worker Configuration

Tools Setup

Overview

What is Knowledge?

Prerequisites

Activating Knowledge for Workers

Understanding Context Limits

Finding the Right Balance

Knowledge Activation Strategies

Strategy 1: Purpose-Specific Workers

Strategy 2: Role-Based Knowledge

Strategy 3: Project-Specific Workers

Using Activated Knowledge

Automatic Reference

Explicit Reference

Managing Knowledge Resources

Organizing Your Knowledge Base

Updating Knowledge for Active Workers

Best Practices

Common Use Cases

Brand Consistency

Process Adherence

Expertise Transfer

Template-Based Work

Troubleshooting

Advanced Knowledge Strategies

Layered Knowledge

Dynamic Knowledge Selection

Knowledge + Triggers

Summary

Next Steps