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Overview

The Knowledge Base list view provides comprehensive management capabilities:
  • Search items by name
  • Filter by type, status, extension, usage, and active state
  • Sort by date, word count, or file size
  • Edit item titles
  • Delete items (with protection for items in use)
  • Download items (Text and File types)
  • View item details in drawer
All management actions are available from the Knowledge Base list view. Click any item to open the details drawer for more information.

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List View Overview

The Knowledge Base list displays all items in a table format with the following columns: Knowledge Base list view showing table with items, filters, and search

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Displayed Information

ColumnDescriptionAvailable For
NameItem name/titleAll types
TypeTEXT, FILE, or URLAll types
StatusProcessing stateAll types
Created DateWhen item was createdAll types
Word CountNumber of words in contentAll types
File SizeSize of uploaded fileFile only
ExtensionFile extensionFile only
UsedIndicator if used in agentsAll types

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Visual Indicators

Status Colors:
  • 🟡 PROCESSING: Item is being processed (yellow indicator)
  • 🟢 PROCESSED: Item is ready for use (green indicator, shown as “completed” in dashboard)
  • 🔴 FAILED: Item processing failed (red indicator)
  • 🟠 COMPLETED_WITH_ERRORS: Item processed with warnings (orange indicator)
API vs Dashboard Terminology: The API returns status values like PROCESSED, PROCESSING, FAILED, etc. In the dashboard UI, PROCESSED is displayed as “completed” for better user experience. API users should always use the API status values (PROCESSED) when working with the API endpoints.
Usage Indicator:
  • ✓ Used: Item is assigned to one or more agents
  • — Not Used: Item is not currently used

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Search Functionality

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Searching by Name

The search bar allows real-time searching by item name:
  1. Enter Search Query
    • Type in the search bar at the top
    • Search is case-insensitive
    • Searches item names only
  2. View Results
    • Results update as you type
    • Matching items are highlighted
    • Non-matching items are hidden
  3. Clear Search
    • Click the X button or clear the search field
    • All items are shown again
Example Searches: 
"return policy" → Finds items with "return policy" in name
"FAQ" → Finds all FAQ-related items
"2024" → Finds items with "2024" in name
Use descriptive names when creating items to make searching easier. Include keywords that you’ll search for later.

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Filtering Options

The Knowledge Base supports multiple filter types that can be combined:

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Filter by Type

Filter items by their content type: Options:
  • All Types (default)
  • TEXT only
  • FILE only
  • URL only
Use Case:
  • Find all text items for quick review
  • Locate all uploaded documents
  • View only URL-based items

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Filter by Status

Filter items by their processing status: Options:
  • All Statuses (default)
  • PROCESSED - Ready for use (shown as “completed” in dashboard, returned as PROCESSED from API)
  • PROCESSING - Currently being processed
  • FAILED - Processing failed
  • COMPLETED_WITH_ERRORS - Processed with warnings
  • UPLOAD_FAILURE - Upload failed
  • READING_FAILURE - File reading failed
  • INGESTION_FAILURE - Content ingestion failed
Use Case:
  • Find items that need attention (failed statuses)
  • See which items are still processing
  • View only ready-to-use items
When using the API, filter by PROCESSED status. The dashboard displays this as “completed” for better user experience, but the API always returns PROCESSED.

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Filter by Extension

Filter file items by their file extension: Options:
  • All Extensions (default)
  • PDF (.pdf)
  • Word (.docx)
  • Word Legacy (.doc)
  • Text (.txt)
  • HTML (.html)
  • EPUB (.epub)
Extension filter only works with FILE type items. If you select TEXT or URL types along with an extension filter, you’ll see a conflict error.

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Filter by Usage

Filter items by whether they’re used in agents: Options:
  • All Items (default)
  • Used in agents - Assigned to one or more agents
  • Not used in agents - Not currently assigned
Use Case:
  • Identify unused items for deletion
  • Find items currently in use
  • Review which items need to be assigned

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Filter Conflicts

Type + Extension Conflict: If you select both a type filter (TEXT or URL) and an extension filter:
  • Error message is displayed
  • API calls are blocked
  • Clear one of the conflicting filters
Resolution:
  • Select FILE type only when using extension filter
  • Remove TEXT/URL from type filter
  • Clear extension filter when filtering by TEXT/URL

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Sorting Options

Sort items by different criteria:

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Sort by Created Date

Options:
  • Newest First (default)
  • Oldest First
Use Case:
  • Find recently created items
  • Review oldest items for cleanup
  • Track item creation timeline

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Sort by Word Count

Options:
  • Most Words First
  • Fewest Words First
Use Case:
  • Identify comprehensive items
  • Find short items that may need expansion
  • Review content depth

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Sort by File Size

Options:
  • Largest First
  • Smallest First
Available For: File items only Use Case:
  • Identify large files consuming storage
  • Find small files for review
  • Monitor storage usage

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Item Actions Menu

Each item has an actions menu (⋮) with the following options:

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Edit Title

Change the item’s display name:
  1. Click the Actions menu (⋮) on the item
  2. Select “Edit Title”
  3. Enter new name (1-100 characters)
  4. Click “Save Changes”
Editing the title doesn’t affect the item’s content, only its display name. Content cannot be edited after creation.

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Download Item

Download the original content: Text Items:
  • Downloads as .txt file
  • Contains the text content
File Items:
  • Downloads original file in its format
  • Preserves original file extension
URL Items:
  • Downloads extracted content as .txt file
  • Contains scraped web content
Process:
  1. Click the Actions menu (⋮)
  2. Select “Download”
  3. File downloads to your computer

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Delete Item

Remove an item from your knowledge base: Process:
  1. Click the Actions menu (⋮)
  2. Select “Delete”
  3. Type DELETE to confirm
  4. Click “Confirm Deletion”
Deletion Protection: Items used in agents cannot be deleted. You must first remove the item from all agents that use it. This prevents accidentally breaking agent knowledge.
If Item is in Use:
  • Delete action is disabled or shows warning
  • Message indicates which agents use the item
  • Remove from agents first, then delete

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Activate/Deactivate

Control item availability without deleting: Active:
  • Item is available for agents to use
  • Appears in agent knowledge base selection
  • Can be assigned to agents
Inactive:
  • Item is hidden from agent selection
  • Cannot be assigned to new agents
  • Still exists in knowledge base
  • Can be reactivated later
Toggle Process:
  1. Click the Actions menu (⋮)
  2. Select “Activate” or “Deactivate”
  3. Status updates immediately
Use Inactive status to temporarily hide outdated information without losing it permanently. This is useful for seasonal content or content under review.

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Item Details Drawer

Click any item to open the details drawer: Knowledge Base item details drawer showing item information and content

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Drawer Sections

Basic Information:
  • Item name
  • Type (TEXT, FILE, URL)
  • Status with detailed information
  • Created date
  • Last updated date
Usage Indicator:
  • Shows if item is used in agents
  • Lists which agents use the item (if any)
Type-Specific Information: File Items:
  • File size
  • File extension
  • Download button
  • Original filename
Text Items:
  • Full text content
  • Word count
  • Character count
  • Download button
URL Items:
  • Grouped URLs by domain
  • Per-URL status
  • Scraping status for each URL
  • Error messages for failed URLs
  • Delete individual URLs
  • Add more URLs (up to 100 total)

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URL Item Management

In the URL item drawer, you can: View URLs:
  • See all URLs in the item
  • Grouped by domain for easy navigation
  • Status indicator for each URL
Delete URLs:
  • Remove individual URLs from the item
  • Useful for cleaning up failed URLs
  • Maintains other URLs in the item
Add URLs:
  • Add more URLs to existing item
  • Maximum 100 URLs per item
  • Same validation as creating new URL items

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Bulk Operations

While bulk operations aren’t currently supported, you can: Efficient Management:
  • Use filters to narrow down items
  • Sort to group similar items
  • Use search to find specific items
  • Delete multiple items individually
Best Practices:
  • Filter by “Not used” to find items for cleanup
  • Sort by “Oldest First” to review old items
  • Use status filters to find failed items

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Storage Management

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Viewing Storage Usage

The system displays:
  • Current storage usage
  • Storage limit for your plan
  • Visual progress indicator
  • Percentage used

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Managing Storage

When Approaching Limit:
  • Review and delete unused items
  • Deactivate items instead of deleting
  • Consider upgrading your plan
Storage Optimization:
  • Delete failed items that can’t be fixed
  • Remove duplicate items
  • Archive old items you no longer need
  • Compress large files before uploading

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Best Practices for Management

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Organization

Naming Conventions:
  • Use descriptive, consistent names
  • Include dates for versioned content
  • Group related items with similar names
Examples: 
Good: "Return Policy - 2024 Q1"
Good: "FAQ - Shipping Information"
Bad: "doc1", "file", "policy"

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Regular Maintenance

Weekly:
  • Review failed items and fix or delete
  • Check for unused items
  • Monitor storage usage
Monthly:
  • Archive or delete old items
  • Update outdated content (delete and recreate)
  • Review which items are actually used
Quarterly:
  • Comprehensive knowledge base audit
  • Remove unused items
  • Update naming conventions if needed
  • Review and optimize storage usage

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Usage Tracking

Monitor Usage:
  • Filter by “Used in agents” to see active items
  • Filter by “Not used” to find candidates for cleanup
  • Review item details to see which agents use them
Optimization:
  • Remove items not used by any agents
  • Consolidate similar items
  • Update items that are frequently used

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Troubleshooting

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Items Not Appearing

Possible Causes:
  • Filters are applied (check filter settings)
  • Search query is too specific
  • Item is inactive
  • Item failed to process
Solutions:
  • Clear all filters
  • Clear search query
  • Check item status
  • Verify item is active

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Cannot Delete Item

Possible Causes:
  • Item is used in one or more agents
  • Item is currently processing
  • Network error
Solutions:
  • Remove item from all agents first
  • Wait for processing to complete
  • Check network connection and retry

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Filter Not Working

Possible Causes:
  • Filter conflict (Type + Extension)
  • No items match filter criteria
  • Filter not applied correctly
Solutions:
  • Check for filter conflicts
  • Verify items exist that match criteria
  • Clear and reapply filters

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Next Steps

Creating Items

Learn how to create knowledge base items

Status Lifecycle

Understand processing states and errors

Best Practices

Optimize your knowledge base management