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ebosAi Hub User Guide: AI Knowledge Base

The AI Knowledge Base is the central library where you manage the documents and files your AI learns from. By adding your specific business documents here, you give the AI "context," allowing it to answer questions about your unique products, policies, and processes.

1. Document Learning Loop

When you add a file to the Knowledge Base, the system goes through a process of "reading" and "understanding" the content so it can be used in your chats.

How to Add Documents

  1. Go to AI Office > AI Knowledge Base.
  2. Click the "Upload Document" button.
  3. Select a file from your computer.
  4. The system will automatically begin learning the file.

2. Understanding Document States

Once a file is uploaded, its status will change as the system processes it:

Status Meaning
Uploaded The file is safely saved in your storage.
Indexing The AI is currently "reading" and learning from the document.
Ready The document is fully learned and will be used by the AI in future chats.
Error An issue occurred (e.g., the file was too large or unreadable).

3. Best Practices for Documents

To ensure the AI learns your documents accurately, follow these tips:

  • Quality Content: Ensure PDFs have selectable text. The system cannot "read" text that is part of a flattened image or low-quality scan.
  • File Types:
    • PDF: Best for manuals, contracts, and fixed reports.
    • DOCX / TXT: Great for text-based procedures and notes.
    • XLSX: Ideal for price lists and inventory tables.
  • Sizes: Keep files under 20 MB for the fastest processing.

4. Managing Your Documents

  • Search: Use the search bar to quickly find specific learned documents.
  • Preview: Click "Preview" to see the text that the AI has extracted from your file.
  • Retry: If a document shows an "Error" status, you can click the Retry icon to attempt the learning process again.
  • Delete: If a document is out of date, delete it. This ensures the AI no longer uses that information in its responses.

5. Privacy & Security

  • Isolated Learning: Your documents are strictly for your company's eyes only. The "brain" of your AI is private and never shares your information with other companies using MERP25.
  • Secure Storage: All documents are stored using high-level encryption.