Knowledge Base Tool - Utari Docs

Overview

The Knowledge Base tool enables your Utari workers to store, organize, and intelligently retrieve information from a personal knowledge library. Using semantic search and natural language queries, agents can find relevant information across documents, maintain organized file structures, and access contextual knowledge to inform their responses and actions.

Knowledge Base Capabilities

Semantic Search

Find information using natural language queries across all knowledge base files

File Management

Upload, organize, enable/disable, and delete files and folders

Sync & Index

Synchronize knowledge base to local workspace for fast access

List Contents

View all folders and files in the knowledge base hierarchy

Enable/Disable

Control which files are active and searchable for specific agents

Maintenance

Cleanup and optimization operations for knowledge base health

The Knowledge Base uses semantic search, meaning it understands the meaning and context of queries rather than just matching keywords. Ask questions naturally, and the system finds relevant information even if exact words don’t match.

Understanding the Knowledge Base

What is Semantic Search?

Semantic Search Explained

Unlike traditional keyword search, semantic search understands:

Meaning and Context: “How do I improve sales?” finds information about “increasing revenue” and “customer conversion”
Related Concepts: Searching for “pricing strategy” finds documents about “monetization” and “value-based pricing”
Natural Language: Ask questions as you would ask a person
Intent Recognition: Understands what you’re really looking for

Example:

Query: “How should we position our product?”
Finds: Documents about “market positioning,” “competitive advantage,” “value proposition,” and “target audience definition”

Global vs. Local Knowledge Base

Global Knowledge Base
Local Sandbox Copy

Location: Cloud-based, accessible across all agentsPurpose:

Centralized knowledge repository
Shared across workspace
Persistent storage
Version controlled

Management:

Upload files from sandbox
Create folder structure
Enable/disable for specific agents
Delete when no longer needed

Use Cases:

Company SOPs and guidelines
Reusable templates
Shared reference materials
Brand guidelines
Product documentation

Using Semantic Search

Basic Search

Ask Natural Language Questions

    Search the knowledge base for information about our pricing strategy
    
    Find documents related to customer onboarding best practices
    
    What does our knowledge base say about competitive positioning?
    
    Look for information about Q4 marketing campaigns

Worker Performs Semantic Search

The system:

Understands the semantic meaning of your query
Searches all indexed files in knowledge base
Ranks results by relevance
Returns most pertinent information

Review Results

    Found 3 relevant documents:
    
    1. "Pricing Strategy 2024.pdf" (95% relevance)
       "Our tiered pricing model focuses on value-based pricing 
       aligned with customer segments..."
    
    2. "Product Positioning.md" (87% relevance)
       "Price positioning relative to competitors emphasizes 
       our premium quality and comprehensive features..."
    
    3. "Sales Playbook.docx" (78% relevance)
       "When discussing pricing with prospects, emphasize 
       ROI and total cost of ownership..."

Use Retrieved Information

Worker uses found information to:

Answer your questions
Inform recommendations
Create content aligned with guidelines
Reference established procedures

Targeted Search

Search within specific files or folders:

Search the "Brand Guidelines.pdf" for logo usage rules

Look in "Sales Playbook.docx" for objection handling

Find information about pricing in "Product Documentation"

Search knowledge base for:
- Brand voice guidelines
- Customer success strategies  
- Product roadmap priorities
- Team workflows and processes

Find examples of:
- Successful customer case studies
- Email templates for outreach
- Presentation formats
- Report structures

Advanced Search Techniques

Conceptual Search

Ask about concepts, not just keywords:

    ❌ Search for "increase revenue metrics dashboard reporting"
    
    ✅ "How do we track and report on revenue growth?"
    
    The semantic search understands the intent and finds:
    - Revenue tracking methodologies
    - Dashboard KPIs
    - Reporting best practices
    - Metrics definitions

Question-Based Search

Ask direct questions:

    "What are our content approval processes?"
    "How do we handle customer complaints?"
    "When should we escalate support issues?"
    "Who approves marketing budgets?"

The system finds procedural documents and guidelines that answer these questions.

Context-Aware Search

Provide context for better results:

    ❌ "Email templates"
    
    ✅ "Email templates for following up with warm leads in B2B sales"
    
    More context = more relevant results

Multi-Aspect Search

Search for multiple related aspects:

    "Find information about our brand voice, tone guidelines, and content style preferences"
    
    Returns documents covering all related aspects of brand communication.

Managing Knowledge Base Files

Listing Knowledge Base Contents

View All Files

    List all files in the knowledge base
    Show me what's in the knowledge base
    What files are indexed and searchable?

Review Structure

    Knowledge Base Contents:
    
    📁 Marketing/
      📁 Brand Guidelines/
        📄 Brand Voice Guide.pdf (enabled, 2.3 MB)
        📄 Logo Usage.pdf (enabled, 1.1 MB)
        📄 Color Palette.pdf (enabled, 0.5 MB)
      📁 Templates/
        📄 Email Templates.docx (enabled, 0.8 MB)
        📄 Social Media Guide.pdf (disabled, 1.2 MB)
    
    📁 Sales/
      📄 Sales Playbook.pdf (enabled, 4.5 MB)
      📄 Pricing Strategy.docx (enabled, 1.3 MB)
      📄 Objection Handling.pdf (enabled, 0.9 MB)
    
    📁 Product/
      📄 Product Roadmap.pdf (enabled, 2.1 MB)
      📄 Feature Specs.docx (disabled, 3.2 MB)
    
    Total: 10 files (8 enabled, 2 disabled)
    Total size: 18.9 MB

Check File Status

    Show me which files are enabled for this agent
    List disabled knowledge base files
    Which files are still indexing?

Uploading Files to Knowledge Base

Ensure File in Sandbox

Files must exist in the workspace before uploading:

    Files in workspace:
    /workspace/documents/New_SOP.pdf ✓
    /workspace/reports/Q4_Analysis.docx ✓

Create Folder (Optional)

    Create a new folder in the knowledge base called "SOPs"
    
    Create folder "Customer Success/Onboarding"

Upload to Knowledge Base

    Upload "New_SOP.pdf" to the knowledge base in the "SOPs" folder
    
    Upload all files from /workspace/documents to knowledge base folder "Documentation"

Verify Upload

    File uploaded successfully! ✓
    
    File: New_SOP.pdf
    Location: Knowledge Base/SOPs/
    Size: 1.2 MB
    Status: Indexing...
    
    The file will be searchable once indexing completes (typically 1-2 minutes)

Enable for Agent

    Enable "New_SOP.pdf" for this agent
    
    File enabled! ✓
    Now available for semantic search and retrieval

Organizing with Folders

Create Folder Structure

    Create knowledge base folders:
    - Marketing/
      - Brand Guidelines/
      - Content Templates/
      - Campaign Playbooks/
    - Sales/
      - Playbooks/
      - Scripts/
      - Case Studies/
    - Product/
      - Documentation/
      - Roadmaps/
      - Specifications/

Upload to Folders

    Upload files to appropriate folders:
    - Brand_Voice.pdf → Marketing/Brand Guidelines/
    - Sales_Script.docx → Sales/Scripts/
    - Product_Specs.pdf → Product/Specifications/

Maintain Organization

    - Use descriptive folder names
    - Group related documents
    - Maintain consistent structure
    - Regular cleanup of outdated files

Enabling and Disabling Files

Control Agent Access

    Enable "Sales Playbook.pdf" for Sales Agent
    Disable "Internal Memo.pdf" for Customer-Facing Agent
    
    Enable all files in the "Marketing" folder for Content Agent

Strategic Enabling

    Content Agent:
    ✓ Brand guidelines
    ✓ Content templates
    ✓ Style guides
    ✗ Sales playbooks
    ✗ Product specs
    
    Sales Agent:
    ✓ Sales playbooks
    ✓ Pricing strategy
    ✓ Case studies
    ✗ Internal HR docs
    ✗ Engineering specs

Performance Optimization

    Only enable files directly relevant to each agent:
    - Reduces search scope
    - Improves relevance
    - Faster search performance
    - More focused results

Deleting Files and Folders

Identify Items to Delete

    List all files modified before 2023
    Show me outdated sales materials
    Which files haven't been accessed in 6 months?

Delete Files

    Delete "Old_Pricing_2022.pdf" from knowledge base
    Remove the "Archived" folder and all contents

Confirm Deletion

    Warning: Deleting "Sales Playbook Old.pdf"
    
    This file is enabled for:
    - Sales Agent
    - Training Agent
    
    Deletion is permanent and cannot be undone.
    
    Confirm deletion?

Cleanup Complete

    Deleted successfully ✓
    
    Removed:
    - Old_Pricing_2022.pdf (1.2 MB)
    - Archived/ folder (5 files, 6.8 MB)
    
    Freed space: 8.0 MB
    Remaining files: 15

Syncing Knowledge Base

Global KB Sync

Initiate Sync

    Sync knowledge base to local workspace
    Download all enabled knowledge base files
    Update local knowledge base copy

Sync Process

    Syncing knowledge base...
    
    Downloading enabled files:
    ✓ Brand Guidelines.pdf (2.3 MB)
    ✓ Sales Playbook.pdf (4.5 MB)
    ✓ Product Roadmap.pdf (2.1 MB)
    ✓ Content Templates.docx (0.8 MB)
    ...
    
    Creating folder structure in ~/knowledge-base-global/
    ✓ Marketing/Brand Guidelines/
    ✓ Sales/
    ✓ Product/
    
    Total downloaded: 15 files, 18.9 MB

Access Synced Files

    Files now available locally at:
    ~/knowledge-base-global/
    
    Can be accessed for:
    - Fast reading
    - Processing
    - Analysis
    - Reference

Re-sync as Needed

    Sync again when:
    - New files added to global KB
    - Existing files updated
    - File enablement changes
    - Starting new work session

Knowledge Base Maintenance

Cleanup Operations

Perform Cleanup

    Run knowledge base cleanup
    Optimize knowledge base performance
    Clean up orphaned files

Cleanup Tasks

    Performing maintenance...
    
    ✓ Removing orphaned index entries
    ✓ Consolidating file metadata
    ✓ Optimizing search indices
    ✓ Clearing temporary files
    ✓ Validating file integrity
    ✓ Compacting databases
    
    Cleanup complete!
    
    Results:
    - Freed space: 1.2 GB
    - Optimized search index
    - Removed 47 orphaned entries
    - Validated 150 files

Regular Maintenance

    Schedule cleanup:
    - Monthly for active knowledge bases
    - Quarterly for stable knowledge bases
    - After bulk uploads or deletions
    - When search performance degrades

Use Cases and Workflows

Reference-Based Content Creation

Creating Brand-Aligned Content

  User: Create a blog post about our new feature
  
  Agent workflow:
  1. Search knowledge base for:
     - Brand voice guidelines
     - Product documentation
     - Previous blog examples
  
  2. Found and referenced:
     - Brand Voice Guide.pdf: Tone, style, vocabulary
     - Product Specs.pdf: Feature details
     - Top Blog Posts.md: Successful examples
  
  3. Create blog post following:
     - Brand voice (professional but approachable)
     - Accurate feature information
     - Proven content structure
  
  Result: Brand-consistent, accurate content

Procedure-Guided Task Execution

Following SOPs

  User: Process the new client onboarding
  
  Agent workflow:
  1. Search: "client onboarding procedures"
  
  2. Found: Customer_Onboarding_SOP.pdf
  
  3. Follow procedure:
     - Welcome email (template from KB)
     - Account setup checklist (from SOP)
     - Schedule kickoff meeting (per guidelines)
     - Send onboarding materials (from KB templates)
  
  4. Execute each step according to documented process
  
  Result: Consistent, compliant onboarding

Question Answering with Context

Informed Responses

  User: How should we position against Competitor X?
  
  Agent workflow:
  1. Search knowledge base for:
     - "competitive positioning"
     - "Competitor X"
     - "differentiation strategy"
  
  2. Found relevant sections in:
     - Competitive_Analysis_2024.pdf
     - Market_Positioning.docx
     - Sales_Battlecard_CompetitorX.pdf
  
  3. Synthesize answer using:
     - Established positioning framework
     - Competitor-specific intelligence
     - Approved messaging
  
  Result: Strategically sound, aligned response

Multi-Document Synthesis

Comprehensive Research

  User: Create Q4 strategy recommendations
  
  Agent workflow:
  1. Search knowledge base for:
     - Past quarter performance
     - Market trends
     - Strategic priorities
     - Competitive intelligence
  
  2. Found and analyzed:
     - Q3_Results.pdf
     - Market_Trends_2024.pdf
     - Strategic_Plan.docx
     - Competitor_Analysis.pdf
     - Customer_Feedback.xlsx
  
  3. Synthesize insights across documents
  
  4. Generate recommendations based on:
     - Historical performance
     - Market conditions
     - Strategic alignment
     - Competitive landscape
  
  Result: Data-informed, strategically aligned recommendations

Best Practices

Organized Structure

Maintain clear folder hierarchy mirroring your organizational structure

Descriptive Naming

Use clear, searchable file names: “Brand_Voice_Guide_2024.pdf” not “doc1.pdf”

Regular Updates

Keep knowledge base current by updating or replacing outdated files

Strategic Enabling

Only enable relevant files for each agent to improve search quality

Periodic Cleanup

Regularly remove obsolete files and run maintenance

Version Control

Include version/date in file names for evolving documents

Format Consistency

Use consistent file formats (PDF for final, DOCX for editable)

Document Metadata

Include README files in folders explaining contents and purpose

Supported File Types

Documents
Spreadsheets
Presentations
Code & Data

PDF (.pdf) - Best for final documents, reports, guides
Word (.docx, .doc) - Editable documents
Text (.txt) - Plain text files
Markdown (.md) - Formatted text documentation
RTF (.rtf) - Rich text format

Troubleshooting

Search returns no results

Check:

Files are enabled for the agent
Files have finished indexing (check with ls_kb)
Try broader or different search terms
Verify files actually contain relevant information
Run sync to update local copy
Check if files are in correct format

File not appearing in knowledge base

Verify:

File was successfully uploaded
Check with list contents to see all files
File is not being filtered from view
File finished processing
Refresh or re-list contents

File shows as indexing for long time

Possible causes:

Large file size (may take longer)
Complex document structure
High system load
Wait 5-10 minutes for large files
Check file isn’t corrupted
Try re-uploading if stuck

Can't upload file to knowledge base

Ensure:

File exists in workspace sandbox first
File path is correct
File format is supported
Sufficient storage space
File isn’t corrupted
Try smaller file or different format

Search results not relevant

Improve by:

Using more specific, natural language queries
Providing context in your search
Checking if right files are enabled
Ensuring files contain expected information
Trying question-based queries
Updating knowledge base with better documents

Sync fails or incomplete

Try:

Check network connection
Verify permissions on files
Run sync again
Check available disk space
List contents to see what should sync
Contact support if persists

Summary

You’ve successfully learned how to:

Perform semantic search using natural language queries

Upload and organize files in the knowledge base

Create folder structures for organization

Enable and disable files strategically for agents

Sync knowledge base to local workspace

List and review knowledge base contents

Delete files and folders when no longer needed

Perform maintenance and cleanup operations

Apply best practices for knowledge management

The Knowledge Base tool transforms static documents into an intelligent, searchable knowledge library that agents can query naturally to find relevant information, follow established procedures, and create content aligned with organizational guidelines—making institutional knowledge accessible and actionable.

Next Steps

Activate Knowledge

Learn to activate knowledge for specific workers

Add Knowledge

Upload SOPs and documents to knowledge base

Agent Configuration

Configure agents with knowledge access

Jeremy SOPs

Access pre-built knowledge resources

​Overview

​Knowledge Base Capabilities

Semantic Search

File Management

Sync & Index

List Contents

Enable/Disable

Maintenance

​Understanding the Knowledge Base

​What is Semantic Search?

Semantic Search Explained

​Global vs. Local Knowledge Base

​Using Semantic Search

​Basic Search

​Targeted Search

​Advanced Search Techniques

​Managing Knowledge Base Files

​Listing Knowledge Base Contents

​Uploading Files to Knowledge Base

​Organizing with Folders

​Enabling and Disabling Files

​Deleting Files and Folders

​Syncing Knowledge Base

​Global KB Sync

​Knowledge Base Maintenance

​Cleanup Operations

​Use Cases and Workflows

​Reference-Based Content Creation

Creating Brand-Aligned Content

​Procedure-Guided Task Execution

Following SOPs

​Question Answering with Context

Informed Responses

​Multi-Document Synthesis

Comprehensive Research

​Best Practices

Organized Structure

Descriptive Naming

Regular Updates

Strategic Enabling

Periodic Cleanup

Version Control

Format Consistency

Document Metadata

​Supported File Types

​Troubleshooting

​Summary

​Next Steps

Activate Knowledge

Add Knowledge

Agent Configuration

Jeremy SOPs

Overview

Knowledge Base Capabilities

Understanding the Knowledge Base

What is Semantic Search?

Global vs. Local Knowledge Base

Using Semantic Search

Basic Search

Targeted Search

Advanced Search Techniques

Managing Knowledge Base Files

Listing Knowledge Base Contents

Uploading Files to Knowledge Base

Organizing with Folders

Enabling and Disabling Files

Deleting Files and Folders

Syncing Knowledge Base

Global KB Sync

Knowledge Base Maintenance

Cleanup Operations

Use Cases and Workflows

Reference-Based Content Creation

Procedure-Guided Task Execution

Question Answering with Context

Multi-Document Synthesis

Best Practices

Supported File Types

Troubleshooting

Summary

Next Steps