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Managing knowledge bases

Category: Ai settings

Managing Knowledge Bases

Knowledge bases provide specialized information to the AI, enabling it to access domain-specific knowledge when responding to queries. This guide explains how to manage knowledge bases in OneClickWorker.

Understanding Knowledge Bases

Knowledge bases are collections of information that the AI can reference when generating responses. They allow you to:

  • Provide specialized domain knowledge
  • Ensure consistent information across AI interactions
  • Customize AI responses with organization-specific details

Accessing Knowledge Bases

To access and manage knowledge bases:

  1. Log in to your account at https://app.oneclickworker.com/
  2. Navigate to "AI Settings" in the main navigation
  3. Scroll to the "Knowledge Bases" section

Viewing Available Knowledge Bases

The Knowledge Bases section displays all available knowledge bases for your organization. Each knowledge base has:

  • A name (e.g., "Onboarding")
  • A text area containing the knowledge base content
  • Save controls for updating the content

Editing Knowledge Bases

To edit a knowledge base:

  1. Locate the knowledge base you want to edit in the Knowledge Bases section
  2. The current content will be displayed in the text area
  3. Edit the content as needed
  4. Click the "Save" button to apply your changes

Field Information:

  • Knowledge Base Name: Identifies which knowledge base you are editing
  • Text Area: A large text field where you can enter your knowledge base content
  • Save Button: Saves your changes to the system
  • Status Indicator: Shows "Saved successfully!" when your changes are saved

Creating Effective Knowledge Base Content

Knowledge base content should be structured, factual, and relevant. Here are tips for creating effective knowledge base content:

Organize Information Clearly

Structure your knowledge base with clear sections and headings:

# Company Policies

## Work Hours
Standard work hours are 9:00 AM to 5:00 PM, Monday through Friday.
Flexible scheduling is available with manager approval.

## Remote Work Policy
Employees may work remotely up to 3 days per week.
All remote work must be approved by direct supervisors.

Focus on Factual Information

Include specific, factual information that the AI can reference:

## Job Application Process

1. Initial application review: 1-3 business days
2. Phone screening: 30 minutes
3. Technical assessment: 1-2 hours
4. Panel interview: 1 hour
5. Final decision: Within 5 business days of panel interview

Candidates can check application status at any time through their dashboard.

Include Relevant Details

Provide details that are relevant to user queries:

## Benefits Package

- Health insurance: Coverage begins on the first day of the month following hire date
- Retirement plan: 401(k) with 4% company match
- Paid time off: 15 days annually, accrued monthly
- Professional development: $1,500 annual allowance for courses and conferences

Use Consistent Formatting

Maintain consistent formatting throughout your knowledge base:

## Office Locations

### Headquarters
123 Main Street, Suite 400
San Francisco, CA 94105
Phone: (415) 555-1234

### East Coast Office
456 Park Avenue, 8th Floor
New York, NY 10022
Phone: (212) 555-5678

Example Knowledge Base Content

Here's a complete example of effective knowledge base content for an onboarding knowledge base:

# Employee Onboarding Information

## First Day Procedures

New employees should arrive at 9:00 AM on their first day.
Please bring identification documents for I-9 verification.
The HR team will meet you in the lobby and provide:
- Building access card
- Laptop and credentials
- Welcome package

## Technology Setup

### Account Access
You will receive emails with instructions to set up:
- Company email account
- Slack workspace
- Project management tools
- Department-specific software

### IT Support
For technical issues, contact the IT helpdesk:
- Email: helpdesk@company.com
- Phone: x1234
- Hours: 8:00 AM - 6:00 PM, Monday-Friday

## Training Schedule

### Week 1
- Day 1: Company orientation and team introduction
- Day 2: System training and account setup
- Day 3: Department-specific processes
- Day 4: Project overview and responsibilities
- Day 5: One-on-one with manager and goal setting

### Required Courses
All new employees must complete the following courses within 30 days:
1. Company policies and procedures
2. Data security and privacy
3. Workplace safety
4. Diversity and inclusion

## Company Policies

### Work Hours
Standard hours are 9:00 AM to 5:00 PM with flexible scheduling available.
Core hours (when all employees should be available) are 10:00 AM to 3:00 PM.

### Remote Work
Hybrid work model with 2-3 days in office per week, based on team schedule.
Remote work equipment is provided, including monitor and keyboard.

### Time Off Requests
Submit time off requests through the HR portal at least 2 weeks in advance.
Approval process typically takes 1-3 business days.

## Benefits Enrollment

New employees must complete benefits enrollment within 30 days of start date.
Benefits begin on the first day of the month following enrollment.
Available benefits include:
- Medical, dental, and vision insurance
- 401(k) retirement plan with 4% match
- Health savings account (HSA)
- Flexible spending account (FSA)
- Life and disability insurance

## Important Contacts

### Human Resources
- Jane Smith, HR Manager: jane.smith@company.com, x5678
- Benefits Questions: benefits@company.com

### Department Leads
- Engineering: John Doe, john.doe@company.com
- Marketing: Sarah Johnson, sarah.johnson@company.com
- Sales: Michael Brown, michael.brown@company.com
- Customer Support: Lisa Davis, lisa.davis@company.com

Optimizing Knowledge Bases for AI Use

To ensure the AI effectively uses your knowledge base content:

  1. Be specific and clear - Avoid ambiguous language
  2. Use simple, direct sentences - Complex sentences can be harder for the AI to parse
  3. Include keywords - Use terms users are likely to search for
  4. Provide context - Explain relationships between pieces of information
  5. Update regularly - Keep information current and accurate

Saving and Testing Changes

After editing a knowledge base:

  1. Click the "Save" button to apply your changes
  2. A "Saved successfully!" message will appear when your changes are saved
  3. Test the AI's responses to questions related to the knowledge base content
  4. If needed, return to the AI Settings page to make further adjustments

Best Practices

  1. Regularly review and update knowledge base content
  2. Remove outdated information to prevent inaccurate responses
  3. Organize content logically with clear sections and headings
  4. Use consistent terminology throughout all knowledge bases
  5. Keep content concise while providing necessary details
  6. Test AI responses after updating knowledge bases

Troubleshooting

If you encounter issues with knowledge bases:

  1. Saving Errors: If you see an error message when saving, try refreshing the page and attempting to save again
  2. AI Not Using Knowledge: If the AI doesn't seem to use your knowledge base content, try making the information more explicit and testing with specific questions
  3. Text Limitations: If you're unable to save very long content, try breaking it into smaller, focused knowledge bases

For persistent issues, contact support at support@oneclickworker.com.