Knowledge Base Module - User Guide

Overview

The Knowledge Base module serves as the central intelligence repository of the platform, storing and managing your company's structured business information. This module combines both data storage and data definitions, creating a comprehensive system that powers the platform's intelligent agent system and enables sophisticated analysis across all other modules.

Note: This module requires the knowledge_base module to be enabled for your company. This is one of the most important modules as it provides the structured data foundation for AI intelligence and business insights.

Knowledge Base Architecture

🧠 What is the Knowledge Base?

Your Knowledge Base consists of two interconnected components:

1. Data Definitions (Information Schemas):

Templates that define what information to extract from each document type
Field specifications for invoices, contracts, offers, reports, etc.
Customizable extraction rules tailored to your business needs
AI training schemas that improve over time

2. Data Records (Your Business Information):

Structured information extracted from documents and manual entries
Customer details, financial records, project data, contracts, etc.
Searchable, filterable business intelligence
Real-time data that powers dashboards and AI insights

📊 Information Flow in Your Business

Documents/Files → AI Analysis → Structured Data → Info Records → Platform Intelligence

Main Interface

Knowledge Base Manager

When you access the Knowledge Base at /info/manager, you'll see:

Data Browser: Searchable table of all your business information
Filter Controls: Advanced filtering by type, scope, and custom criteria
Data Management: Create, edit, and organize your business records
Schema Insights: Understanding of how your data is structured

Data Organization

Information Categories:

Document Types: Invoices, contracts, offers, reports, customer records
Scope Classification: Project-based, department-based, or custom organization
Source Tracking: Whether data came from files, manual entry, or integrations
Temporal Organization: Creation and modification timestamps

Search and Filter Capabilities:

Type-based Filtering: Focus on specific business information categories
Scope Filtering: Organize by projects, departments, or custom classifications
Date Range Queries: Find information from specific time periods
Combined Criteria: Complex searches using multiple conditions

Data Management

✅ What You Can Do

Browse and Explore:

View All Records: Browse your complete business information repository
Advanced Search: Find specific information using multiple filter criteria
Type Navigation: Explore data by business category (invoices, contracts, etc.)
Relationship Tracking: See connections between data and source documents

Create and Edit:

Manual Data Entry: Add business information directly to the knowledge base
Record Updates: Edit and improve existing information
Data Correction: Fix or enhance AI-extracted information
Custom Classification: Organize data using scope and category systems

Schema Management:

Extraction Configuration: Define what information to extract from document types
Field Customization: Specify which business data points are important
Template Refinement: Improve AI extraction accuracy for your specific documents
Business Adaptation: Adjust data structures to match your business processes

Integration Control:

Cross-Module Access: Data automatically available in dashboards and chat
Workflow Integration: Information triggers business process automation
Real-time Updates: Changes immediately reflected across all platform features
Quality Management: Monitor and maintain data integrity

📈 Intelligent Data Processing

Automatic Enhancement:

Document Analysis: Files automatically analyzed and structured
Type Detection: AI determines appropriate business categories
Information Extraction: Relevant business data identified and organized
Quality Validation: Extracted information validated for accuracy

Learning System:

Pattern Recognition: AI learns your business document patterns
Extraction Improvement: Data extraction becomes more accurate over time
Custom Adaptation: System adapts to your specific business terminology
Schema Evolution: Data definitions improve based on your document types

🔧 Configuration and Customization

Data Definition Management: Your Knowledge Base adapts to your business through configurable schemas:

Document Type Templates: Define what to extract from each document category
Field Specifications: Customize which business data points to capture
Extraction Rules: Configure how AI identifies and structures information
Business Logic: Apply validation and processing rules specific to your industry

Schema Configuration Examples:

Invoice Template:

Customer Name and Details
Invoice Amount and Currency
Payment Terms and Due Dates
Line Items and Descriptions
Tax Information

Contract Template:

Contracting Parties
Contract Value and Terms
Start and End Dates
Key Obligations and Deliverables
Renewal and Termination Clauses

Information Types & Sources

📄 Document-Generated Info

Automatic Extraction: When documents are uploaded and analyzed, the system automatically creates Info records:

Invoices: Client names, amounts, dates, payment status
Contracts: Parties, terms, values, expiration dates
Offers: Customer details, products, amounts, acceptance status
Reports: Key metrics, findings, recommendations
Any Custom Type: Based on your company's document classification

AI-Powered Analysis:

Content automatically extracted using specialized AI agents
Structured according to predefined schemas for each document type
Continuous learning improves extraction accuracy over time

✋ Manual Info Creation

Direct Data Entry: Users can create Info records manually for:

Information not available in document form
Quick data entry for immediate use
Supplementing or correcting automatically extracted data
Creating structured data for future reference

Creation Process:

Document Processing: Files analyzed using your defined schemas
Information Extraction: AI extracts relevant business data
Structured Storage: Data organized according to your business categories
Intelligence Generation: Information becomes available for analysis and automation

Schema Evolution:

Initial Setup: Basic document types configured automatically
Learning Process: AI improves extraction based on your documents
Custom Configuration: Schemas refined for your specific business needs
Continuous Improvement: Definitions updated as business requirements evolve

Creation Process:

Click "Nuovo dato" (New Data) button
Select information type from available categories
Optionally set a scope for organization
Fill in structured data fields automatically generated based on type
Save to make immediately available across the platform

🔗 API and Integration Sources

External Data Sources:

Ticket system conversations processed into structured data
Import integrations from external business systems
Workflow automation creating Info records
Real-time data synchronization from connected services

Data Management Capabilities

✅ What You Can Do

Browse and Search:

View all Info records for your company
Filter by type, scope, or creation date
Sort data by any column for easy organization
Search across all information types simultaneously

Create and Edit:

Add new Info records manually with structured data entry
Edit existing records to update or correct information
Delete records that are no longer needed
Modify individual data fields with real-time validation

Data Organization:

Categorize information using scope field
Organize data by type for easy retrieval
Track creation and modification timestamps
Link Info records to original source files when applicable

Export and Integration:

Data automatically available to Dashboard widgets
Information accessible through Chat module queries
Workflow triggers based on Info changes
Cross-module data sharing and analysis

❌ What You Cannot Do

Access Restrictions:

Cannot view or modify Info records from other companies
Cannot access data without proper module permissions
Cannot bulk export data (feature may be added in future)
Cannot modify system-generated type schemas

Data Limitations:

Cannot change source type of automatically generated records
Cannot modify linked file associations for document-based Info
Cannot delete Info records that are referenced by active workflows
Cannot create custom information types without administrator setup

Advanced Features

🔍 Intelligent Querying

Context-Aware Search: The Knowledge Base supports sophisticated queries used throughout the platform:

Business Logic Queries: "Show overdue invoices" or "Contracts expiring next month"
Comparison Operations: Find records above/below thresholds
Pattern Matching: Locate information using partial text matches
Multi-Criteria Filtering: Complex business intelligence queries

Query Examples:

"All invoices over €5,000 from last quarter"
"Contracts with renewal dates in next 30 days"
"Customer records containing 'technology' sector"
"Projects with budget variance greater than 10%"

🤖 AI-Powered Intelligence

Agent Integration: Your Knowledge Base data actively powers AI capabilities:

Context Enhancement: AI responses enriched with your business data
Pattern Analysis: Automated insights from your information patterns
Workflow Automation: Business processes triggered by data conditions
Predictive Analytics: Forecasting based on historical information patterns

Dynamic Learning:

Schema Adaptation: Data definitions improve based on document analysis
Field Discovery: New business data points identified automatically
Quality Enhancement: Extraction accuracy improves with more examples
Business Intelligence: Deeper insights as data volume grows

Cross-Platform Integration

🔗 Platform-Wide Intelligence

Dashboard Module:

Knowledge Base Widgets: Display filtered business data in customizable tables
Real-time Analytics: Live business intelligence from your data
Interactive Filtering: Explore your business information through visual interfaces
Custom Reporting: Generate insights specific to your business needs

Files Module:

Automatic Processing: Uploaded documents automatically create Knowledge Base entries
Schema Application: Document analysis uses your configured data definitions
Bidirectional Linking: Navigate between original files and extracted data
Processing Insights: Understanding of how documents become structured data

Chat Module:

Business Intelligence: AI assistant references your specific business data
Natural Language Queries: Ask questions about your business information
Context-Aware Responses: Answers based on your actual business data
Data Exploration: Discover insights through conversational interface

Workflow Module:

Event-Driven Automation: Business processes triggered by data changes
Conditional Logic: Workflows based on specific business information criteria
Cross-Departmental Integration: Automation using shared business intelligence
Real-time Processing: Immediate workflow activation based on data updates

❌ What You Cannot Do

Access Restrictions:

Cannot view or modify data from other companies
Cannot access information without proper module permissions
Cannot export complete database (individual records can be accessed)
Cannot modify system-wide data definitions without administrator privileges

Technical Limitations:

Cannot merge data from different document types automatically
Cannot create custom data relationships beyond scope organization
Cannot modify historical extraction results (can reprocess documents)
Cannot delete data that is actively referenced by workflows or dashboards

Business Value

💡 Strategic Advantages

Centralized Intelligence:

Single Source of Truth: All business information in one organized system
Consistent Data Structure: Standardized information across all business processes
Historical Insights: Complete timeline of business information evolution
Cross-Functional Access: Shared intelligence across departments and roles

Process Automation:

Reduced Manual Work: Automatic extraction from documents eliminates data entry
Improved Accuracy: AI processing reduces human error in data handling
Faster Decision Making: Immediate access to structured business intelligence
Scalable Operations: System grows with your business information needs

🎯 Business Use Cases

Financial Management:

Invoice Tracking: Complete visibility into payment status and cash flow
Contract Management: Monitor renewals, obligations, and performance metrics
Budget Analysis: Track expenses, revenues, and financial performance
Compliance Monitoring: Ensure adherence to financial policies and regulations

Customer Relations:

Interaction History: Complete timeline of customer communications and transactions
Preference Tracking: Understanding customer needs and behavior patterns
Service Analytics: Monitor support quality and customer satisfaction
Opportunity Management: Track sales pipeline and conversion metrics

Operations Management:

Project Tracking: Monitor deliverables, timelines, and resource allocation
Quality Metrics: Track performance indicators and improvement opportunities
Supply Chain Intelligence: Monitor vendor performance and delivery metrics
Resource Planning: Optimize allocation based on historical data patterns

Foundation of Intelligence: Your Knowledge Base is the foundation that makes your platform intelligent. The more structured business information you have, the smarter your AI becomes, and the more valuable insights you can generate across all business processes.