Knowledge Management AI Workflow Automation #

What is Knowledge Management? #

Knowledge Management in AI Workflow Automation allows you to create searchable collections of your content that your AI chatbots can use to provide accurate, relevant answers based on your own information. This feature uses technology called Retrieval-Augmented Generation (RAG) to help your AI find and use the right information from your documents.

Why Knowledge Management Matters #

When you set up a chatbot without any specific knowledge, it can only provide general answers based on what it was trained on. This means:

• It might not know about your products, services, or policies
• It could provide outdated or incorrect information
• It won’t be able to answer questions specific to your business

With Knowledge Management, your chatbot becomes a true expert on your business by:

• Answering questions using your own content as the source of truth
• Providing accurate, specific information about your products and services
• Maintaining your brand’s voice and perspective
• Staying up-to-date with your latest information

Getting Started with Knowledge Bases #

Creating Your First Knowledge Base #

1. Go to Settings → Knowledge Base Management
2. Click the Create Vector Store button
3. Give your knowledge base a name (e.g., “Company Policies” or “Product Information”)
4. Click Create Vector Store

A vector store is a special type of database that allows AI to search your content based on meaning, not just keywords.

Adding Content to Your Knowledge Base #

You can add content to your knowledge base in two ways:

1. Upload Files #

1. Click on the Files button next to your knowledge base
2. Select the Upload Files tab
3. Click the Upload Files button
4. Select files from your computer

Supported file types include:

• PDF documents
• Word documents (.docx, .doc)
• Text files (.txt)
• Markdown files (.md)
• CSV files
• JSON files

2. Import WordPress Content #

1. Click on the Files button next to your knowledge base
2. Select the WordPress Content tab
3. Use the filters to select the content you want to import:
   • Content Type: Posts or Pages
   • Categories: Filter by specific categories
   • Date Range: Select content from a specific time period
   • Authors: Filter by content authors
4. Click Filter Content to see matching content
5. Select the content you want to add
6. Click Add Selected

Organizing Your Knowledge #

For best results, consider creating multiple knowledge bases for different topics. For example:

• Product Knowledge Base: Technical specifications, features, and benefits
• Support Knowledge Base: Troubleshooting guides, FAQs, and common issues
• Company Policies: Internal procedures, HR policies, and guidelines
• Industry Resources: Market research, whitepapers, and industry standards

This organization helps your chatbot quickly find the most relevant information.

Using Knowledge Bases with Your Chatbot #

Once you’ve created knowledge bases, you can connect them to your Chat Node:

1. Edit your Chat Node
2. Go to the Model tab
3. Under Built-in OpenAI Tools, check Enable File Search
4. Select your knowledge base from the dropdown menu
5. Set the Max Results to control how many matches to return (3-5 is usually good)
6. Toggle Show Citations in the Behavior tab if you want the chatbot to show where it found information

How RAG Works Behind the Scenes #

When a user asks your chatbot a question:

1. The system converts the question into a mathematical representation (vector)
2. It searches your knowledge base for content with similar vectors (semantic search)
3. It retrieves the most relevant chunks of information
4. The AI uses this retrieved information to generate an accurate response
5. If citations are enabled, it includes the sources in its answer

This entire process happens in seconds, giving your users quick, accurate answers based on your content.

Best Practices for Knowledge Management #

Content Preparation #

• Break down complex documents into smaller, focused files for better results
• Use clear, descriptive titles for your files
• Update content regularly to ensure accuracy
• Remove irrelevant or outdated information from your knowledge bases

Knowledge Organization #

• Create separate knowledge bases for different departments or topics
• Start small with your most important content, then expand
• Test regularly with questions your users might ask
• Monitor performance and refine your knowledge bases over time

Content Quality #

• Use clean, well-formatted text for best results
• Include key terms and phrases that users might search for
• Avoid very large files – break them into logical sections
• Include both broad overview content and detailed specifics

Coming Soon #

WP AI Workflows is continuously improving its Knowledge Management capabilities. Future updates will include:

• Integration with Pinecone for high-performance vector storage
• Supabase vector database support
• Weaviate semantic search capabilities
• Advanced analytics on knowledge base usage
• Custom training options

Troubleshooting #

Content not being found?

• Check that your knowledge base is correctly selected in the Chat Node
• Try uploading smaller chunks of content
• Ensure your content is clearly written and relevant to user questions

File upload issues?

• Verify the file is one of the supported formats
• Check that the file isn’t too large (keep under 10MB)
• Make sure the file isn’t password protected

Performance concerns?

• Start with fewer, high-quality documents
• Increase max results if the chatbot isn’t finding relevant information
• Decrease max results if responses are too slow

By properly setting up and maintaining your knowledge bases, you’re giving your AI chatbot the tools it needs to provide excellent, accurate service to your users while maintaining your brand’s voice and expertise.