Sharing Knowledge Base documents

Make internal knowledge easily available in AI-Public.

Date: 2026-09-15

Category: News

With Knowledge Base documents, you can share reliable organizational knowledge in AI-Public. This might include agreements on the use of AI, guidelines for clear public-facing communication, internal procedures, or information for service delivery.

Employees can open documents via Knowledge Base and Personal knowledge base. For example, they can search for agreements on using AI when preparing public-facing information. The search function looks at the title, description, type, and tags. Click Open to read a document.

Published and fully processed documents within the appropriate access scope are automatically available as sources in a chat. This means you do not have to add them to a conversation manually each time. For example, ask: “What are our agreements on using AI in public-facing communication? Name the document used.” Always check the answer, especially when the information affects residents, policy, or implementation.

Text assistants can also consult the Knowledge Base in a regular web conversation. For example, include the following instruction in an assistant’s instructions: “When dealing with organizational agreements, consult the Knowledge Base first. Name your source. If you cannot find an answer, say so.” Do not upload the same documents to the assistant again, and test changed instructions in a new conversation.

Administrators add documents through the Knowledge Base in the administration environment. Choose the plus sign, followed by Add document, or choose Add source file if you already have a file. Enter, among other things, a file name, title, type, description, tags, and content. First save the document as a draft and check its access scope. Is everything correct? Select Published and save. The document will be available after processing.

When setting the access scope, carefully consider who can consult the information. There is no separate scope for employees only: other users within the selected scope may also gain access. Therefore, check with an employee account whether the right documents are available, and keep the content up to date.

This keeps important organizational knowledge findable, usable, and better substantiated in AI-Public.