> ## Documentation Index
> Fetch the complete documentation index at: https://docs.gainable.dev/llms.txt
> Use this file to discover all available pages before exploring further.

# Knowledge bases

> Upload documents your Copilot can reference when answering

## What are knowledge bases?

Knowledge bases let you upload documents that Gaia Copilot can reference during conversations. This is powered by **RAG** (retrieval-augmented generation). When a user asks a question, the Copilot searches your uploaded documents for relevant information and uses it to generate accurate answers.

<Info>
  Think of a knowledge base as a reference library for the Copilot. Instead of making up answers, it can look up the right information from your documents.
</Info>

## How it works

<Steps>
  <Step title="Configure your Copilot">
    Set up a Copilot with a name, instructions, and data access.
  </Step>

  <Step title="Open the detail panel">
    In the Gainable interface, open the Copilot's detail panel.
  </Step>

  <Step title="Click the folder icon">
    The folder icon opens the knowledge base manager for that Copilot.
  </Step>

  <Step title="Upload documents">
    Drag and drop or select files to upload. The Copilot can now reference them.
  </Step>
</Steps>

## What to upload

<CardGroup cols={2}>
  <Card title="Playbooks and guides" icon="book">
    Sales playbooks, process guides, standard operating procedures
  </Card>

  <Card title="Product documentation" icon="file-lines">
    Product catalogs, feature descriptions, specifications, pricing sheets
  </Card>

  <Card title="Policies and compliance" icon="scale-balanced">
    Company policies, compliance documents, terms of service, HR guidelines
  </Card>

  <Card title="Training materials" icon="graduation-cap">
    Onboarding docs, training manuals, FAQs, troubleshooting guides
  </Card>
</CardGroup>

## Use cases

<AccordionGroup>
  <Accordion title="Sales Copilot + product catalog">
    Upload your product catalog and pricing sheet. The Copilot can answer questions like "What's the price for the Enterprise plan?" or "Compare the Pro and Business tiers" using your product data.
  </Accordion>

  <Accordion title="Support Copilot + troubleshooting guide">
    Upload troubleshooting documentation and FAQs. The Copilot can walk users through solutions. "My printer won't connect" triggers a lookup of your troubleshooting steps for printer connectivity.
  </Accordion>

  <Accordion title="HR Copilot + company policies">
    Upload the employee handbook, PTO policies, and benefits guide. Employees can ask "How many vacation days do I get?" and get accurate answers from your policy documents.
  </Accordion>

  <Accordion title="Onboarding Copilot + training materials">
    Upload onboarding guides and training docs. New hires can ask "What's the process for setting up my development environment?" and get step-by-step instructions from your materials.
  </Accordion>
</AccordionGroup>

## Managing knowledge bases

<Note>
  Knowledge bases are managed through the UI using the folder icon on the Copilot detail panel, not through chat prompts. You can add, remove, and replace documents at any time through this interface.
</Note>

To update a knowledge base:

1. Open the Copilot detail panel
2. Click the folder icon
3. Add new documents or remove existing ones
4. Changes take effect immediately

## Combining knowledge with data access

Knowledge bases and [data access](/copilots/data-access) work together to give the Copilot maximum capability:

| Source                | Best for                                                 | Example                                                                           |
| --------------------- | -------------------------------------------------------- | --------------------------------------------------------------------------------- |
| **Data access (MCP)** | Live app data that changes frequently                    | "How many open deals do I have?"                                                  |
| **Knowledge**         | Static reference material and documentation              | "What's our refund policy?"                                                       |
| **Both**              | Questions that need data context plus reference material | "This customer wants a refund. What's the policy and what's their order history?" |

```text theme={null}
Create a support Copilot that can:
- Look up customer orders (data access)
- Reference our return policy and FAQ (knowledge base)
- Search the web for product compatibility info (web search)
```

## Best practices

<AccordionGroup>
  <Accordion title="Keep documents focused">
    Upload specific, relevant documents rather than entire document libraries. A focused knowledge base produces more accurate answers.
  </Accordion>

  <Accordion title="Use clear document structure">
    Documents with headings, sections, and organized content work better for retrieval. Well-structured documents help the Copilot find the right information faster.
  </Accordion>

  <Accordion title="Update documents when information changes">
    If your policies or product information changes, replace the old documents with updated versions. The Copilot always uses the latest uploaded content.
  </Accordion>

  <Accordion title="Test with real questions">
    After uploading documents, ask the Copilot questions your users would ask. Verify it finds and uses the right information.
  </Accordion>
</AccordionGroup>

## Learn more

<CardGroup cols={2}>
  <Card title="Configuring a Copilot" icon="sliders" href="/copilots/configuring">
    Set up your Copilot's configuration
  </Card>

  <Card title="Data access" icon="database" href="/copilots/data-access">
    Connect to live app data via MCP
  </Card>

  <Card title="Embedding" icon="message-bot" href="/copilots/embedding">
    Place the Copilot chat in your app
  </Card>

  <Card title="Overview" icon="comments" href="/copilots/overview">
    Back to Gaia Copilot overview
  </Card>
</CardGroup>