Knowledge Bases
Knowledge bases are soft wikis of Markdown pages where an Assistant can remember and look up facts that survive individual conversations. They come in two flavors:
- Personal memory — a single, private base per user. Your Assistant saves facts about you and recalls them in later threads, with no sharing and no approval step.
- Team knowledge — shared bases owned by a project, which an Assistant reads (and, if allowed, writes) on behalf of everyone. Writes are reviewed by a human before they become live, so shared knowledge stays trustworthy.
Team bases live under Workspace → Knowledge bases in the project. Your personal memory lives in your profile, under AI → Memory.
Key features
- Markdown pages — every page has a unique title and Markdown content, with
[[wikilinks]]to connect related pages. - Term search with ranking — search matches individual terms and ranks the most relevant pages first, tolerating accents and typos.
- Version history — every edit keeps the previous version, so changes can be reviewed and rolled back.
- Instant personal memory — facts the Assistant saves to your memory apply immediately.
- Optional approval for team knowledge — a team base can require that the Assistant's changes are proposed first and only become live once a member with edit rights approves them.
- Governed access — viewers can read, members and admins can edit and approve, and admins can share a base with the whole organization.
Personal memory
Every user has exactly one personal memory base. It is private to you, is never shared with other users, and is created automatically the first time an Assistant needs it.
What your Assistant can do with it is controlled by the Assistant's memory mode:
| Mode | What the Assistant can do |
|---|---|
| Off | Nothing. The Assistant never reads or writes your memory. |
| Read | Recall facts you saved earlier to answer your questions. |
| Read and write | Read your memory and also save or update facts on its own. The default for new Assistants. |
When the Assistant writes to your memory in Read and write mode, the change is saved immediately — there is no approval step, because the base is yours alone. You can review, edit, and delete those pages at any time from your profile → AI → Memory, with the same page editor as team bases.
Your memory is a single base shared by every Assistant that has memory enabled. A fact saved while chatting with one Assistant is available to the others.
Team knowledge bases
A team knowledge base belongs to a project, and a project can hold several of them. Each base has its own visibility:
| Visibility | Who can see it | Notes |
|---|---|---|
| Project | Members and viewers of the owning project | The default. |
| Organization | Every member and viewer of the organization | Promoted from the base's menu; management stays in the origin project. |
Promoting a base to the organization works like sharing a data source: every project in the organization can link to it. See Security and governance for how roles and sharing work.
To make a base usable by an Assistant, link it from the Assistant's Knowledge tab and choose a mode:
| Link mode | What the Assistant can do with that base |
|---|---|
| Read | Search and read pages to answer questions. |
| Read and write | Read pages and also save, update, or prune them — subject to the approval workflow. |
Managing team knowledge bases
From the Knowledge bases list you can:
- Create a base with the + button, setting a name and an optional description.
- Edit its name and description from the General tab of the base.
- Clone a base from its context menu to duplicate it as a starting point. A clone is always project-private.
- Delete a base from its context menu.
- Promote to organization or demote to project from the context menu, when you administer the organization.
Members can create and edit bases. Viewers can browse bases and read their pages but see no edit controls — everything is read-only for them.
Pages
A page is the unit of knowledge: a title (unique within its base) plus Markdown content of up to 20,000 characters — a page is read whole by the Assistant, so keep pages focused and split long topics. Pages can reference each other with [[wikilinks]] — a link to [[Frodo Bolsón]] jumps to the page titled Frodo Bolsón. Links are resolved within the same base and may simply be left unresolved if the target page does not exist.
You can:
- Create a page with New page. The page is a local draft with a unique default title until you Save it — nothing is stored if you navigate away.
- Edit a page in the Markdown editor, switching between Edit and Preview. Unresolved
[[wikilinks]]render greyed out instead of breaking the page. - Search pages by term — results are ranked, so a page that mentions the term ranks above one that merely contains a similar word.
- Delete a page. It goes to Recently deleted (see below).
- Approve or reject pages proposed by an Assistant (see the approval workflow).
Under the title, each page shows who last edited it and when — an Assistant's writes are audited like a person's — and, on bases with approval, who approved it.
| Shortcut | Action |
|---|---|
Ctrl + S | Save the page |
Ctrl + E | Toggle Edit / Preview |
Alt + N | New page |
Version history
Every save keeps the previous version. Last edited … under the page title opens the Version history dialog:
- Versions are listed by day, newest first; the current version is marked. Restored versions say which version they came from.
- Compare changes shows the selected version side by side with the current one.
- Restore this version (members and admins) makes the selected version the current content. The restore is itself a new version, so nothing is lost.
Recently deleted
Recently deleted, at the bottom of the page list, shows the pages removed from the base in the last 30 days, with who deleted them and a preview of their content. From there you can:
- Restore a page. If a page with the same title has been created since, the restore is refused until you rename one of them.
- Delete permanently a page, which removes every snapshot of it. This cannot be undone.
The approval workflow
Each team base decides whether Assistant writes need a human review: the Require approval for assistant writes switch, set when the base is created and editable later in its General tab. It is off by default — the Assistant writes directly, exactly as it does in personal memory. Every write is still visible in the conversation timeline and in the page history, so nothing changes silently.
Turn it on for bases with many readers or curated content. With approval on, when an Assistant with Read and write access saves a page, the change is proposed and waits for a human with edit rights (a project member or admin) to approve or reject it. Turning it off later approves everything still pending (new pages and staged rewrites), so the base never holds orphan proposals.
With approval on, the exact behavior depends on what already exists:
| Situation | What happens |
|---|---|
| New page in a team base | Created as pending and hidden from readers until approved. |
| Update to an active page | The live page is left untouched and keeps being read; the new version waits as a proposed change on the page. |
| Update to a pending page | The proposal is updated in place — it stays pending. |
| Delete an active team page | Not allowed for the Assistant while approval is on. A human must remove approved pages. |
| Delete its own pending proposal | Allowed — the Assistant can retract a proposal it made before approval. |
| Any write to personal memory | Applied immediately, no approval needed. |
Approving and rejecting happens in the page editor. Pages awaiting a decision carry a Pending tag in the list, and the N awaiting approval filter above the list shows only those. On a page with a proposed change, View changes opens a side-by-side diff of the live content and the proposal before you decide.
- Approve a pending page turns it into an active page.
- Approve a proposed change on an active page replaces the live content with the proposed version.
- Reject a proposed change discards it and keeps the current live content.
- Reject a pending page deletes it.
Writes an Assistant makes to your personal memory skip this whole flow: they apply immediately because the base is private to you.
How an Assistant uses a knowledge base
An Assistant with knowledge bases connected gets four actions and a built-in policy: look things up before answering about the user, their team or earlier work, and save preferences, decisions and corrections on its own. It also sees the titles of the pages in each connected base, so it knows what exists without searching. Add to the Assistant's instructions anything specific to your case — what is worth remembering, what must never be saved.
| Action | What it does | Needs |
|---|---|---|
| Recall | Searches the connected bases by terms and returns the best matches with a snippet, or reads one page in full by its exact title. | Read |
| Reflect | Reads every active page of a base to spot duplicates, outdated or contradictory pages, then fixes them with retain and forget. | Read |
| Retain | Saves a page by title: replaces its content, or appends to it to add a fact without rewriting the page. | Read and write |
| Forget | Deletes a page by title. | Read and write |
Everything the Assistant does with knowledge is visible in the thread:
- Each action appears as a step in the answer ("Consulting the knowledge base", "Saved page 'X'", …).
- Every write also leaves a system message in the conversation timeline, so nothing is saved silently.
- Under an answer that read or wrote pages, a Sources row lists them as numbered chips. Clicking a chip shows the page title, its base, its status, a preview, and a link to open the page — or to review and approve it when it is a pending proposal.
Access and governance
Access to knowledge bases follows the project and organization roles. See Security and governance for the full role model and Projects for module settings.
- Viewers read bases and pages; they cannot create, edit, approve, or delete.
- Members and admins create and edit bases and pages, and approve or reject proposals.
- Admins can promote a base to the organization and manage its sharing.
Like other Workspace modules, Knowledge bases can be disabled or restricted per project from the project settings — a restricted module is hidden from the sidebar.
Next steps
- Assistants — link knowledge bases to an Assistant and set its memory mode.
- Threads — see how an Assistant uses knowledge during a conversation.
- Security and governance — roles, sharing, and organization promotion.