> ## Documentation Index
> Fetch the complete documentation index at: https://docs.utari.ai/llms.txt
> Use this file to discover all available pages before exploring further.
# Add Knowledge to Your Knowledge Base
> Learn how to upload documents, SOPs, and reference materials to your Utari knowledge base to make them available for your workers.
## Overview
The knowledge base in Utari is your central repository for documents, SOPs, frameworks, and reference materials. By uploading knowledge to your workspace, you make it available for workers to reference, ensuring they have access to your specific guidelines, processes, and information when performing tasks.
## Before You Begin
Ensure you have:
Documents prepared and saved in supported formats
Proper permissions to add knowledge to your workspace
Files under the 50MB total limit
## Accessing Your Knowledge Base
Click on your **profile icon** in the top navigation of your Utari workspace.
Select **Knowledge Base** from the dropdown menu.
This opens your workspace's central knowledge repository where all uploaded documents are stored.
Your knowledge base is workspace-wide, meaning all uploaded knowledge is available to any worker you configure—you just need to activate it for specific workers.
## Adding Knowledge to Your Knowledge Base
Click the **Add Knowledge** button to begin adding new content.
Choose where to organize your knowledge:
**Option A: Select Existing Folder**
* Click on an existing folder from the list
**Option B: Create New Folder**
* Click the **plus icon (+)** to create a new folder
* Enter a descriptive folder name (e.g., "Marketing SOPs" or "Testing")
* The new folder is immediately created and ready to use
Select how you want to add knowledge:
* **Upload Files**: Add documents from your computer
* **Text Entry**: Paste or type content directly
* **Git Clone**: Import from repositories (coming soon)
For this guide, we'll focus on **Upload Files**.
Click the **file input area** or drag and drop files to upload.
Browse your computer and select the file(s) you want to add to your knowledge base.
Ensure your files are within the size limit before completing the upload.
Once files are selected and validated, complete the upload process.
Your knowledge is now available in the knowledge base and can be activated for workers.
## File Size Limits
**Important Limitation**: The current file size limit is **50MB total** for your knowledge base.
If you exceed this limit when uploading, you'll see the error: **"File size limit exceeded"**
### Managing Storage Limits
If you encounter the file size limit:
Check your existing knowledge base files to identify:
* Large files that could be compressed
* Outdated files that can be deleted
* Duplicate files taking up space
Remove files that are:
* No longer relevant or current
* Duplicates of other documents
* Replaced by newer versions
Before uploading, consider:
* Compressing PDF files
* Reducing image quality in documents
* Splitting large documents into smaller sections
* Converting to more efficient file formats
After freeing up space, attempt your upload again.
**Best Practice**: Regularly audit your knowledge base to remove outdated content and maintain available storage space.
## Supported File Types
The knowledge base accepts various document formats:
* **PDF** (.pdf) - Portable Document Format
* **Word** (.doc, .docx) - Microsoft Word documents
* **Text** (.txt) - Plain text files
* **Markdown** (.md) - Markdown formatted documents
* **Rich Text** (.rtf) - Rich Text Format
* **Excel** (.xls, .xlsx) - Microsoft Excel spreadsheets
* **CSV** (.csv) - Comma-separated values
* **Google Sheets** (exported formats)
* **PowerPoint** (.ppt, .pptx) - Microsoft PowerPoint presentations
* **Google Slides** (exported formats)
* **JSON** (.json) - Structured data
* **HTML** (.html) - Web pages
* Various other text-based formats
For best results, use PDF format for final documents and Word/text formats for documents that may need updates.
## Organizing Your Knowledge Base
### Folder Structure Best Practices
Create a logical hierarchy that makes knowledge easy to find and activate:
```text By Department theme={null}
Knowledge Base/
├── Marketing/
│ ├── Brand Guidelines/
│ ├── Campaign SOPs/
│ ├── Content Templates/
│ └── Ad Copy Frameworks/
├── Sales/
│ ├── Sales Process/
│ ├── Product Information/
│ ├── Pitch Decks/
│ └── Objection Handling/
├── Operations/
│ ├── Workflows/
│ ├── Quality Standards/
│ └── Compliance/
└── HR/
├── Onboarding/
├── Policies/
└── Training/
```
```text By Content Type theme={null}
Knowledge Base/
├── SOPs/
│ ├── Marketing SOPs/
│ ├── Sales SOPs/
│ └── Operations SOPs/
├── Templates/
│ ├── Document Templates/
│ ├── Email Templates/
│ └── Report Templates/
├── Guidelines/
│ ├── Brand Guidelines/
│ ├── Style Guides/
│ └── Quality Standards/
└── Reference/
├── Product Docs/
├── Research/
└── Case Studies/
```
```text By Project theme={null}
Knowledge Base/
├── Product Launch 2024/
│ ├── Product Specs/
│ ├── Marketing Plan/
│ ├── Timeline/
│ └── Resources/
├── Website Redesign/
│ ├── Design Guidelines/
│ ├── Content Strategy/
│ └── Technical Specs/
└── Q4 Campaign/
├── Campaign Brief/
├── Creative Assets/
└── Performance Goals/
```
### Naming Conventions
Use clear, consistent naming for files and folders:
✅ "Facebook\_Ads\_SOP\_2024.pdf"
✅ "Brand\_Voice\_Guidelines\_v3.pdf"
❌ "Document1.pdf"
❌ "Untitled.pdf"
✅ "SEO\_Guide\_v2.1.pdf"
✅ "Product\_Specs\_2024-11.pdf"
❌ "SEO\_Guide\_final\_FINAL.pdf"
❌ "Product\_Specs\_updated.pdf"
✅ "Report\_2024-11-18.pdf"
✅ "Q4\_2024\_Strategy.pdf"
❌ "Report\_11-18-24.pdf"
❌ "Strategy\_fall.pdf"
✅ Use underscores or hyphens
✅ "Marketing\_Plan" or "Marketing-Plan"
❌ Mixed: "Marketing Plan\_v2"
❌ Spaces only: "Marketing Plan.pdf"
## Upload Methods in Detail
### Upload Files (Recommended)
Gather all documents you want to upload and ensure they're properly named and formatted.
Choose the destination folder for organizational purposes.
Click the file input area or drag files directly onto it.
You can select multiple files at once by:
* Holding Ctrl (Windows) or Cmd (Mac) and clicking files
* Holding Shift to select a range of files
Watch the upload progress, especially for larger files.
### Text Entry
For creating knowledge directly in Utari:
Choose the **Text Entry** option instead of Upload Files.
Provide a descriptive title for your knowledge entry.
Add your content directly:
* Type original content
* Paste from other sources
* Format with basic markdown
Save the text entry to your knowledge base.
**Use Text Entry for:**
* Quick notes and reminders
* Short guidelines
* Temporary reference information
* Content that changes frequently
### Git Clone (Coming Soon)
Future functionality will allow importing knowledge directly from Git repositories:
* Import entire documentation repositories
* Keep knowledge synchronized with your codebase
* Automatic updates when repository changes
* Version-controlled knowledge management
## After Uploading Knowledge
Once knowledge is uploaded, you need to activate it for specific workers:
Go to the worker that should use this knowledge.
Click on the **Knowledge** tab in the worker's configuration.
Check the boxes next to knowledge resources this worker should access.
Ensure the **Knowledge Base** tool is enabled in the Tools tab.
For detailed instructions on activating knowledge for workers, see our [Activate and Assign Knowledge](/activate-knowledge) guide.
## Managing Your Knowledge Base
### Updating Knowledge
Upload the updated document with a new version number in the filename.
Go to each worker using the old version and:
* Deactivate the old version
* Activate the new version
Once all workers are updated, delete the outdated document to free up space.
### Deleting Knowledge
**Before Deleting**: Check which workers are using the knowledge you're about to delete. Removing knowledge that's activated for workers may cause errors.
Remove the knowledge from all workers using it.
In the knowledge base, select the file and click delete.
Confirm the knowledge is removed and space is freed.
## Best Practices
Create folder structures before uploading to maintain organization from the start
Name files and folders clearly so you can quickly find what you need
Include version numbers or dates in filenames for tracking changes
Regularly check storage usage and clean up outdated files
Compress large files before uploading to maximize available space
Keep a readme or index file explaining what each knowledge resource is for
Schedule periodic reviews to remove outdated knowledge
Standardize document formats for easier worker processing
## Troubleshooting
Solutions:
* Delete old or unnecessary files from knowledge base
* Compress large PDF files before uploading
* Split large documents into smaller sections
* Convert images to lower resolution if embedded in documents
* Remove duplicate files
Try:
* Checking your internet connection
* Uploading smaller batches of files
* Refreshing the page and trying again
* Using a different browser
* Clearing browser cache
Verify:
* Upload completed successfully (check for confirmation)
* Looking in the correct folder
* File wasn't rejected due to format issues
* Page is fully refreshed
* Check the main knowledge base view
Check:
* Original file opens correctly on your computer
* File format is supported
* File isn't password-protected
* Try re-uploading the file
* Convert to PDF if using unusual format
Ensure:
* You have proper workspace permissions
* Folder name doesn't conflict with existing folders
* Try using alphanumeric characters only
* Refresh the page and try again
## Summary
You've successfully learned how to:
Access your workspace knowledge base
Create and organize folders for knowledge management
Upload files to your knowledge base
Understand and manage the 50MB storage limit
Apply naming conventions and organizational best practices
Prepare knowledge for worker activation
By maintaining a well-organized knowledge base with clear naming conventions and strategic folder structures, you ensure your workers have easy access to the right information when they need it.
## Next Steps
Learn how to make uploaded knowledge available to specific workers
Explore pre-built SOPs available in your knowledge base
Configure workers to use your uploaded knowledge
Advanced strategies for knowledge management