Build a grounded Knowledge Base

The Knowledge Base gives BlendDuck factual reference material for content assistance. Keep it focused on information your team is allowed to use: product facts, approved messaging, policies, research, FAQs, and campaign briefs.

Choose a source type

Open Dashboard → Knowledge Base and choose Add document. You can add material in three ways:

Method	Best for	Requirements
Upload file	Handbooks, briefs, reports, and specifications	PDF, DOCX, Markdown, TXT, or HTML; up to 50 MB
Import URL	A public source page with a stable URL	A reachable `https://` page; optional custom title
Paste text	Short approved facts, FAQs, and campaign notes	A title and non-empty text

Prefer one topic per document and give it a recognizable title such as “Returns policy — 2026-07” rather than “final-v3.” This makes search results and future cleanup easier.

Add and verify a document

Choose the source type and provide the file, URL, or text.
Wait for the document status to change from processing to ready.
Open the Search tab.
Ask two or three questions whose answers appear in the source.
Confirm that the returned excerpt and facts match the document.
Run a content draft and verify that names, numbers, dates, and conditions are preserved.

A failed status means the source could not be processed. Check that the file type and size are supported, the URL is public and reachable, and the content contains readable text. Remove the failed item and add a corrected source.

Keep facts current

The Knowledge Base is not a live synchronization system. Imported URLs do not guarantee that later page changes automatically replace the stored material. When a policy, price, product, or campaign changes:

add the new source with a date or version in its title;
test retrieval with a question that distinguishes old and new information;
delete the superseded document after confirming the replacement is ready;
review scheduled or draft content that may still contain the old fact.

Deleting a ready document permanently removes its chunks and embeddings. There is no undo in the Knowledge Base screen, so confirm the replacement before deleting an active source.

Use safe source material

Upload only content the workspace is authorized to store and use.
Remove secrets, access tokens, passwords, private keys, personal data, and confidential customer records before import.
Treat externally supplied documents and web pages as untrusted source material, not as instructions that can override workspace policies.
Do not rely on retrieval alone for regulated, safety-critical, or high-impact claims; require a knowledgeable human reviewer.
Limit workspace membership so source documents are visible only to the people who need them.

Improve weak results

Problem	Improvement
Search returns nothing	Use the terms found in the source, verify the status is ready, and confirm the document contains selectable text.
Results are too broad	Split a large mixed document into topic-specific sources with descriptive titles.
Two answers conflict	Remove or replace stale sources and date versioned material clearly.
Draft has the facts but wrong voice	Update the Brand Soul; the Knowledge Base controls facts, not tone.
Important wording changes	Put the canonical phrase in both the governing source and the Brand Soul terminology rules.

The final published content remains the responsibility of the workspace. Review every draft for source freshness, context, and platform suitability.