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The Knowledge Base is the central brain of your AI platform. It provides chats, agents, and projects with up-to-date knowledge and helps you manage all relevant documents in a structured way and sync them automatically. Knowledgebaseen The Knowledge Base ensures that:
  • Files are automatically synchronized so the AI always works with up-to-date information.
  • Team collaboration is supported, allowing you to share folders with individuals or your entire team and manage access rights precisely.
  • a flexible organization is possible, with unlimited folders, subfolders, and direct uploads of complete folder structures.
  • Documents are easy to find, thanks to full-text search across titles, file names, and content.
Data protection comes first. All information is handled according to the highest security standards. Your sensitive data stays protected and is only used for the purposes you define.

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How do I organize files effectively in the Knowledge Base?

The Knowledge Base is the shared foundation for collaboration between your team and the AI. Its content is used as context so the AI can generate answers and content based on your data. Each team organizes its own knowledge area and takes responsibility for its content and structure. Examples:
  • The marketing team maintains a “Marketing” folder with brand guidelines, campaign materials, product copy, and social media templates.
  • The sales team organizes a “Sales” folder with presentations, proposal templates, pitch guides, and pricing sheets.
  • The legal or compliance team manages a “Legal & Policies” folder with contracts, data protection policies, approvals, templates, and approved wording.
💡 Tips for data hygiene
  • Start lean with a clear and intuitive folder structure.
  • Structure folders by department, team, or use case.
  • Only use relevant and up-to-date content and avoid outdated files.

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How is the Knowledge Base structured?

The Knowledge Base consists of two areas so you can quickly find and organize your content.

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My Drive

Your personal, private area for all files and content you use in nuwacom. Here you can:
  • Upload files
    Upload individual files to use them in chats, projects, or with agents.
  • Add or upload folders
    Create new folders for better structure or upload existing folders including their content.
  • Create documents
    Create new content directly in nuwacom, such as texts, notes, or drafts.
Important:
  • All content is private by default and only visible to you
  • Files from chats or created documents are automatically saved here
  • You decide at any time if and with whom you share content

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Shared with me

Here you find all files and folders that others have shared with you.
  • Access all shared content in one place
  • See who shared content with you
  • Use shared files directly in chat and AI apps
This way, you always have your team’s relevant content at your fingertips.

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How do I add files to the Knowledge Base?

Addfilestoknowledgebaseen Uploaded files and newly created folders are private by default and only visible to you. You decide when and with whom to share your content. Create folders to upload important documents and structure them clearly by department, team, or project. Each team—whether marketing, sales, product, or legal—can create its own folder with subfolders:
  • Clear ownership: Each team manages its area independently
  • Faster onboarding: New team members instantly find structured knowledge
  • Scalability: New teams and folders can be added anytime
Example:
Create a marketing folder and structure it with subfolders like Brand Guidelines, Campaigns, Product Copy, or Social Media. Upload all relevant documents so the AI can generate on-brand, consistent content and answer questions based on up-to-date information. How it works:
  1. Navigate to the Knowledge Base.
  2. Create a new folder and give it a clear name, e.g. “Marketing”.
  3. Upload the relevant files your team and AI should use as context. You have multiple options:
    • Sync external connectors: Connect files from OneDrive, Google Drive, or SharePoint.
    • Upload files: Upload individual files such as PDFs, presentations, Word documents, or spreadsheets.
    • Upload folders: Upload entire folder structures at once. Subfolders and content are included automatically.
    • Drag & drop: Drag files or folders directly into the Knowledge Base.
    • Create document: Create new content directly in nuwacom, such as notes, briefings, or guidelines.
  4. Invite your team to use this knowledge together.
  5. Add the folder to chats, agents, and projects. When you update it, changes are automatically reflected everywhere.
Tip: Add entire folders or individual files as knowledge when configuring agents so they always work with the right context. Learn more.

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Which file formats are supported?

Plain text & markup
  • application/json
  • text/plain
  • text/markdown
  • text/html
  • application/xml
  • text/xml
  • text/x-rst
  • application/rtf
  • text/rtf
Emails & messages
  • application/vnd.ms-outlook
  • message/rfc822
Images
  • image/jpeg
  • image/png
  • image/webp
  • image/gif (non-animated)
Documents (Office & standard)
  • application/msword
  • application/vnd.openxmlformats-officedocument.wordprocessingml.document
  • application/vnd.oasis.opendocument.text
  • application/epub+zip
Tables & spreadsheets
  • text/csv
  • application/vnd.ms-excel
  • application/vnd.openxmlformats-officedocument.spreadsheetml.sheet
Presentations
  • application/vnd.ms-powerpoint
  • application/vnd.openxmlformats-officedocument.presentationml.presentation
PDF
  • application/pdf
Google Drive
  • application/vnd.google-apps.document
  • application/vnd.google-apps.spreadsheet
  • application/vnd.google-apps.presentation
nuwacom documents
  • nuwacom documents
  • nuwacom meeting notes

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How do I share files with my team?

Uploaded files and newly created folders are private by default and only visible to you. You decide when and with whom to share your content. Shareknowldgeen

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How sharing works

  1. Open the folder and click Share.
  2. Select one or more people or share the folder with the entire workspace.
  3. Set permissions for each person (or the workspace).

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Permissions

  • View: View files but not edit them.
  • Edit: View, add, modify, or delete files.
  • Remove access: Revoke access at any time.
Example
A “Policies & Templates” folder starts as private and is then shared selectively—for example, with view access for marketing and edit access for the legal team.

Important: Permission inheritance

  • Only root folders can be shared
  • Subfolders automatically inherit permissions from the root folder
  • When you share a root folder, others get access to all included subfolders and files
  • Subfolders cannot be shared individually
Example
If you share the root folder “Policies & Templates” with someone, they automatically get access to all included subfolders and files. The assigned permissions (view or edit) always apply to the entire root folder.

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Sync external connectors

Syncdatatoknowledgebase Connect files from OneDrive, Google Drive, and SharePoint directly to your knowledge base. This ensures you always work with up-to-date content in nuwacom, without manually uploading or maintaining files. The AI extracts the content and uses it as the foundation for precise answers in chats, agents, and projects. Your benefits
  • Automatic synchronization: Changes in external data sources are reflected in your knowledge base in real time.
  • Preserved structure: Folder structures remain intact.
  • No manual updates: The AI always uses the latest content automatically.
  • Single source of truth: No version conflicts, no duplicates.
Note: Only admins and super admins can sync external connectors with the knowledge base.

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How it works

  1. Navigate to the knowledge base.
  2. Select a section and click Add.
  3. Choose the connector you want, for example SharePoint.
  4. Connect your account if you haven’t already.
  5. Select folders or individual files with one click and add them to the folder.
Result: Selected content is connected within seconds, stays automatically synchronized, and is initially only visible to you. The AI extracts the content and uses it as a knowledge foundation to deliver precise, context-aware answers in chats, agents, and projects.

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FAQ

Only admins and super admins can sync external connectors with the knowledge base.
Connectors must be enabled in your workspace settings. Navigate to Workspace Settings > Connectors > Available Connectors to enable the connectors you need.
Currently, you can connect OneDrive, Google Drive, and SharePoint. Contact our team if you want to connect additional data sources or learn more about custom integrations.
Synchronization is one-way. Changes in the external source are automatically updated in nuwacom. However, changes made in nuwacom are not written back to the external system.
New files are automatically synchronized. This process may take a few minutes.
No. Deleting a file in nuwacom only removes it from the nuwacom folder. The original file in the external data source remains unchanged.
Files with automatic synchronization are marked with a small cloud icon next to the document name. This allows you to quickly see which files are synced automatically.
No. Only the content is extracted. The original files are not stored in nuwacom.
Files you sync in “My Files” remain private and are only visible to you. Files in a new knowledge folder are also private by default. They only become accessible to others once you actively share the knowledge folder with users, user groups, or the entire workspace.
Files synced from external connectors are initially only visible to you. To share them, you have two options:1. Upload files directly into a shared knowledge folder
Upload files directly into a knowledge folder that is already shared with others.2. Share files afterwards
Move files via drag & drop into a shared knowledge folder. The files will then automatically be visible to everyone with the appropriate permissions.
No. Permissions from SharePoint, OneDrive, or Google Drive are not transferred to nuwacom. Access is determined by the knowledge folder where the synced files are stored.
If a knowledge folder is shared with user A, even though they don’t have access in the connector, user A will still gain access to the synced content within nuwacom. Permissions in the source system remain unaffected.

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Web crawler

With the integrated web crawler, you can automatically add content from publicly accessible websites to your knowledge base.
Contact our team to learn more about custom integrations and to configure the web crawler for your specific requirements.
How it works
  • Continuous analysis: The web crawler regularly checks defined websites
  • Real-time detection: Changes are automatically detected and synchronized
  • Dynamic content: Even changing websites stay up to date
Use cases
  • Company websites
  • Product documentation
  • Public knowledge bases
  • Industry news and updates

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FAQ: Frequently asked questions

Only you. This area is private and cannot be shared. You can share folders with specific individuals or the entire workspace. For each person, you can define whether they can view or edit the folder. Access can be changed or removed at any time.
Only root folders can be shared. Subfolders automatically inherit the permissions of the parent knowledge folder and cannot be shared separately.
Structure your knowledge base to reflect your team’s daily work. Store relevant and up-to-date content centrally and organize it clearly, for example by departments, teams, or use cases. This ensures both employees and AI work with the same reliable knowledge base and produce consistent results. Start lean with an intuitive folder structure and avoid outdated or duplicate content.
Editors, admins, and super admins can upload files and share them with others, assigning view or edit permissions per user.Readers only have access to shared files with view permissions. They cannot upload or manage files.
Files you upload are initially only visible to you. To share them, click on the root folder > Share and assign the necessary permissions. Subfolders cannot be shared.