Introduction to Knowloadge base

Written By Stanislas

Last updated 9 days ago

Knowledge base is your centralized repository for storing and organizing documents, files, web content, and data sources that your AI agents and team members can access. It transforms scattered information into a structured, searchable resource that powers smarter AI responses and smoother team collaboration.

Store your enterprise documents in Knowledge base so agents can reference them when answering questions, analyzing data, or completing tasks. Instead of uploading files repeatedly or searching through folders, you create a single source of truth that both humans and AI can access instantly.

Overview

Knowledge base manages your organization's unstructured data—documents, PDFs, web pages, notes, cloud files, and external data sources—in one place. It serves as the memory and reference library for your AI agents.

When you connect a knowledge base to an agent, that agent can retrieve relevant information from your documents to answer questions accurately, provide context-specific recommendations, and perform specialized analysis based on your actual business data.

What you can store:

  • Documents uploaded directly to Swiftask (PDFs, Word files, spreadsheets, etc.)

  • Web content imported from websites and web pages

  • Files synced from cloud storage (Google Drive, SharePoint, Dropbox)

  • Notes and documents created directly in Swiftask

  • External data sources (databases, APIs)

How it works:

Knowledge base organizes your content into data sources (also called datasources). Each data source is a collection of related documents or information. You can connect one or multiple data sources to an agent, giving that agent access to specific information it needs to do its job.

Why use knowledge base

For AI agents:

Agents without a knowledge base can only respond based on their general training. Agents connected to a knowledge base can reference your specific documents, policies, data, and context—making their responses accurate, relevant, and tailored to your organization.

Example: A customer support agent connected to your product documentation knowledge base can answer customer questions using your actual product specs, troubleshooting guides, and FAQs.

For your team:

Knowledge base centralizes information so team members can find documents quickly, share resources easily, and collaborate with AI on the same data. Instead of searching email attachments or cloud folders, everyone accesses the same organized repository.

For workflows:

By storing documents in Knowledge base, you make them instantly available across Chat, Agents, and Projects. Upload once, use everywhere.

How agents use knowledge base

When you attach a knowledge base to an agent, the agent can search and retrieve relevant information from those documents when responding to questions or completing tasks.

How it works:

  1. You connect one or more data sources to your agent during agent configuration

  2. When a user asks the agent a question, the agent searches the connected knowledge base for relevant information

  3. The agent retrieves the most relevant content and uses it to generate an accurate, context-aware response

  4. The agent references specific documents or data points from your knowledge base in its answer

What agents can do with knowledge base:

  • Answer questions based on your company's documents and policies

  • Analyze documents and extract key information

  • Provide recommendations using your specific market research or business data

  • Reference product specs, procedures, or guidelines stored in your knowledge base

  • Maintain consistency by always using your approved, up-to-date information

What agents cannot do:

  • Access documents not connected to their knowledge base

  • Access information outside their configured data sources

  • Modify or delete documents in your knowledge base (agents only read information)

Example use cases:

  • HR agent: Connect to employee handbook, policies, and benefits documentation. The agent answers HR questions using your actual policies.

  • Marketing agent: Connect to market research, competitor analysis, and brand guidelines. The agent creates strategies based on your real data.

  • Technical support agent: Connect to product documentation, troubleshooting guides, and FAQs. The agent provides accurate support using your technical specs.

Accessing knowledge base

To access Knowledge base:

  1. Click Knowledge in the left sidebar

  2. You'll see the Knowledge interface with all your data sources and documents

What you'll find:

  • Files – Documents uploaded directly to Swiftask

  • Web content – Imported web pages and sites

  • Shared with me – Knowledge sources shared by teammates

  • Chat with knowledge – Chat with AI about your documents

  • Create a document button – Write notes and documents directly in Swiftask

  • Importer button – Import files from your computer or cloud connectors (Google Drive, SharePoint, Dropbox) or from a website, a web page, a sitemap

Knowledge is organized in:

  • Folders (e.g., "Team Management" )

  • Individual document (e.g., "HR Department Handbook," "Doc financier")

Knowledge base vs. file attachments

Use Knowledge base when:

  • You want agents to access documents automatically

  • Multiple agents need the same information

  • You need to organize and manage enterprise documents centrally

  • Documents are updated regularly and agents should always use the latest version

  • You're building specialized agents with specific expertise

Use file attachments in Chat when:

  • You need a quick, one-time analysis of a document

  • The file is unique to this conversation

  • You don't need to reuse the document across multiple agents or conversations

  • You want immediate results without setting up a data source

What's next

Now that you understand what Knowledge base is and how agents use it, explore:

  • Import documents and files – Upload documents from your computer

  • Import website and web pages – Add web content to your knowledge base

  • Create a document – Write notes directly in Swiftask

  • Import from Google Drive – Sync files from cloud storage

  • Permissions and access – Control who can see and use your knowledge base

  • Creating an agent – Build an agent and connect it to your knowledge base

Ready to build your knowledge base? Click Knowledge in the sidebar and start importing your first documents.