- Semantic search: Instead of simple keyword matching, the system searches for semantically similar content using vectorization.
- Up-to-date knowledge: New or changed documents can be synchronized automatically or manually depending on the source type.
- Use in assistants: Enable knowledge bases for assistants to incorporate company-specific knowledge into responses (see Global Assistants).
Knowledge Base Overview
On the Knowledge Bases page, you can see all created knowledge bases in a table:| Column | Meaning |
|---|---|
| Name | Name of the knowledge base |
| Documents | Number of documents across all sources of this knowledge base |
| Status | Overall status: green = OK, orange = processing in progress, red = error |
- Edit (pencil icon): Open the knowledge base, manage name/description and sources.
- Delete (trash icon): Remove the knowledge base including all sources and documents.
Create and Edit a Knowledge Base
Set name and description
Enter a name and optionally a description (e.g. purpose and
content). Click Save to create the knowledge base.
Add data sources
Only after saving can you create sources under Create New Source. Select
the data source type and click Create Source. Then configure the
source (see section Data Sources and Source
Types).
Assign knowledge base to an assistant
Enable the knowledge base for one or more Global
Assistants. Permissions controlling which users can
access which knowledge base are managed via the assistants.
Data Sources and Source Types
A knowledge base can have multiple sources. Each source has a source type that is set when creating it and cannot be changed afterwards.Available Source Types
| Type | Description | Limit per Knowledge Base |
|---|---|---|
| Manual Upload | Upload documents via drag & drop or file selection | 1 source |
| Local Folder | Folder path on the host system (e.g. share folder) | unlimited |
| GitHub | Content from a GitHub repository (branch, path, file extensions) | unlimited |
| WebDAV | Share via WebDAV (URL, user, password, folder, depth) | unlimited |
General Configuration for Each Source
- Your name for the data source: A freely chosen display name (e.g. “GitHub 1”, “WebDAV Legal Texts”).
- Test connection: For GitHub, WebDAV, and local folder, this button checks credentials and reachability. If errors occur, a red “Error” status appears in the configuration.
- Synchronization: Only for sources with external access (not for Manual Upload):
- Interval: Manual, every hour, every day, every week, or every month.
- Sync now: Starts an immediate sync.
Manual Upload
- Only one source of type “Manual Upload” is allowed per knowledge base. When the limit is reached, “Manual Upload (Limit reached)” appears and the option is disabled.
- Documents: Drag files into the drag & drop area or click Upload and select files.
- There is no synchronization interval – content is only added by manual upload.
- Selected documents: List of uploaded files with status:
- Done (green): Successfully processed and embedded.
- Processing (orange): Processing is still in progress.
- Error (red): Processing failed (e.g. invalid format).
- Individual documents can be removed from the source using the trash icon.
Local Folder
Documents are read from a local folder that is mounted as a volume into the container. The share folder you specify in the UI is a subfolder within the container base directory/data/Data/KnowledgebaseDocuments.
| Setting | Required | Description |
|---|---|---|
| Share Folder | Yes | Subfolder within the base directory (e.g. /my-documents). All files in this folder and its subfolders are read recursively. |
- Test connection checks whether the folder exists in the container and is readable.
- Hidden files (starting with
.or~) and symlinks are automatically skipped.
Set Up Local Folder
Technical guide: Configure Docker Compose volumes, mount network shares
(SMB/NFS), troubleshoot common errors.
GitHub
Documents are loaded from a GitHub repository.| Setting | Required | Description |
|---|---|---|
| Repository | Yes | Format owner/repo (e.g. varios-ai/docs). |
| Access Token | Yes | Personal Access Token (Classic or Fine-grained) with read access to the repository. Links: “Create Fine-grained Token (recommended)” or “Create Classic Token”. |
| Branch | Yes | Branch to synchronize (default: main). |
| Path in Repository | No | Subpath in the repo (e.g. /docs). / = root. |
| Recursive | No | If enabled, subfolders are included. |
| File Extensions | No | Comma-separated list (e.g. md,txt,json,yaml,yml,pdf,docx). Only these extensions are processed. |
| Maximum File Size (Bytes) | No | Upper limit per file. Note in the UI: 10 MB = 10485760, 50 MB = 52428800, 100 MB = 104857600. |
| GitHub URL | No | API base URL (default: https://api.github.com). Only change for GitHub Enterprise. |
- Test connection checks repository, token, and branch.
- Possible errors: invalid repository format, authentication failed, insufficient permissions, repository/branch not found, API rate limit.
WebDAV
Documents are fetched from a WebDAV server (e.g. Nextcloud, ownCloud).| Setting | Required | Description |
|---|---|---|
| Domain | Yes | Full URL of the WebDAV server (e.g. https://www.your-domain.com). Scheme and host must be set. |
| User | Yes | Username for authentication. |
| Password | Yes | Password for authentication. |
| Share Folder | Yes | Path to the folder on the WebDAV server (e.g. / for root or /Documents/Knowledge). |
| Folder Depth | Yes | How many subfolder levels from the share folder are searched (minimum 1). |
- Test connection checks URL and authentication. Common errors: authentication failed, scheme/host not set.
Status and Error Handling
Knowledge Base Status (Overview List)
- Green: No errors, all sources are OK and documents have been processed.
- Orange: At least one source or documents are “Processing” (e.g. sync or embedding is running).
- Red: At least one source or documents have the status “Error”.
Source Status (in the Editing View)
- No Errors: Configuration and connection are OK.
- Error: Connection test or last sync failed (e.g. wrong credentials, folder unreachable).
- Synchronizing: Sync is currently running.
Document Status (per Source)
- Done: Document was successfully read and embedded.
- Processing: Processing or embedding is still in progress.
- Error: Processing failed (e.g. file format, size, read error).
If the knowledge base shows a red status
In the overview, click Edit and check the sources. Open the source with
a red configuration status (edit icon).
Check the source
Run Test connection. Read the error message (e.g. wrong path, invalid
token, WebDAV login). Correct the settings and click Save.
Quick Overview: What to Keep in Mind
- Source type: Choose before creating – it cannot be changed afterwards.
- Manual Upload: Only one such source per knowledge base; documents are uploaded manually only.
- Local Folder: Check the path and read permissions on the host/container; mount volumes correctly if needed.
- GitHub: Token with sufficient permissions (read repository); consider rate limits.
- WebDAV: URL including scheme (e.g.
https://), correct user and password; set share folder and folder depth appropriately. - Synchronization: Only for GitHub, WebDAV, and local folder – choose an interval or sync manually.
- Permissions: Access to knowledge bases is managed via assignment to Global Assistants.