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Manage the Knowledge Base

The knowledge base is the set of approved documents Copilot answers from. As an administrator, you control what enters it: documents flow in automatically from your connected sources, pass an AI content review, and anything the review flags waits in an approval queue for your decision. This guide covers the full lifecycle: arrival, review, verification, and removal.

Before you begin

  • You need the Admin role in Corporate Memory.
  • Your organization needs at least one connected document source: SharePoint or Google Drive. Connecting a source is done during onboarding with WorkDone; contact support@workdone.ai if you need a new source connected.

How documents arrive

You don't upload documents into Corporate Memory directly. Instead:

  1. Your team places documents in the SharePoint sites or Google Drive folders configured for your organization.
  2. Corporate Memory ingests new and updated files from those locations automatically.
  3. Each ingested file passes through an AI content review. Files the review clears are added to the knowledge base and become available to Copilot. Files the review flags (for example, content that looks sensitive, off-topic, or unsuitable) are held in the approval queue for a human decision.

Tip

The connected source is the source of truth. To add or update knowledge, update the file in SharePoint or Google Drive; Corporate Memory picks up the change on its next ingestion pass.

Review the approval queue

  1. Sign in at https://corporatememory.workdone.ai and open the admin console. See Administration for where knowledge-base management lives.
  2. Open the document approval queue. Each entry shows a flagged file awaiting review, with the reason the AI review flagged it.
  3. For each file, open it and judge it yourself: Is the content appropriate for the knowledge base? Should everyone with Copilot access be able to surface it in answers?
  4. Approve the file to add it to the knowledge base, or reject it to keep it out. Rejected files stay in their source location; rejection only keeps them out of Copilot.

Warning

Approval makes a document quotable by Copilot for every user in your organization. If a file contains information that only some people should see, reject it; the knowledge base has no per-document access control within an organization.

Work the queue regularly: flagged documents are invisible to Copilot until someone decides, so a neglected queue means a stale knowledge base.

Verify a document is available to Copilot

After approving a document (or after a new file cleared review automatically):

  1. Open Copilot and ask a question the document should answer, ideally something only that document covers.
  2. Check that the answer cites the document.
  3. If it doesn't appear, allow time for ingestion and processing to complete, then try again. If it still doesn't surface, confirm the file is in a connected location and wasn't rejected in the queue, then contact support.

Remove a document

To take a document out of the knowledge base:

  1. Remove the file from the connected SharePoint or Google Drive location (or move it outside the configured folders). Corporate Memory removes it from the knowledge base on a subsequent ingestion pass.
  2. Verify the removal the same way you verify availability: ask Copilot a question the document used to answer and confirm it no longer cites it.

If you need a document removed urgently and can't wait for the next ingestion pass, contact support@workdone.ai.

Next steps