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The Knowledge Base is the central brain of your AI platform. It supplies chats, agents, and projects with up-to-date knowledge and allows you to manage all relevant documents in a structured way and synchronize them automatically. En Knowledgebase Marketing The Knowledge Base ensures that:
  • Files are automatically synchronized so the AI always works with the latest information.
  • Team collaboration is supported by allowing Knowledge Folders to be shared with individual users or entire teams, with access rights managed per person.
  • Flexible organization is possible, with unlimited Knowledge Folders, subfolders, and direct uploads of complete folder structures.
  • Documents are easy to find thanks to full-text search by title, file name, or content, providing instant access to the required knowledge.
Data protection is a top priority. All information is handled according to the highest data protection standards. Your sensitive data remains secure and is used only for the purposes you define.

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How should I organize files in the Knowledge Base?

The Knowledge Base serves as the shared foundation for collaboration between teams and AI. Content stored in the Knowledge Base is used as context so the AI always generates answers and texts based on your data. En Knowledgebase Multiplefolders2 Each team organizes its own knowledge area and takes responsibility for content and structure. Examples:
  • The Marketing team maintains the “Marketing” folder with brand guidelines, campaign materials, product texts, and social media templates.
  • The Sales team organizes the “Sales” folder with presentations, proposal templates, argumentation guides, and price lists.
  • The Legal or Compliance team manages the “Legal & Policies” folder with contracts, data protection policies, approvals, templates, and mandatory wording.
💡 Tips for data hygiene
  • Start lean with a clear and intuitive folder structure.
  • Structure your Knowledge Folders by departments, teams, or use cases.
  • Use only relevant and up-to-date content and avoid outdated materials.
  • PDF
  • Word
  • Excel
  • PowerPoint
  • CSV
  • Text
  • Web pages
  • Images (e.g. PNG, JPG)
nuwacom-specific
  • nuwacom Document
  • Meeting Notes

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How is the Knowledge Base structured?

The Knowledge Base is divided into three areas so you can quickly find and clearly organize your files. My Files Your personal, private area with the following characteristics:
  • Upload new files or create a new document directly
  • Shows all files you created or uploaded, as well as files shared with you by others
  • Files uploaded in a chat or created in nuwacom (documents and meeting notes) are automatically saved here
  • This area is visible only to you
Shared with me A dedicated area for all files and folders shared with you by other workspace members:
  • All shared content in one place
  • Quickly find what colleagues have shared with you
Knowledge Folders The foundation of knowledge organization for you and your team:
  • Structure Knowledge Folders by departments, teams, or use cases
  • Create unlimited Knowledge Folders
  • Organize knowledge hierarchically using subfolders
  • Files are automatically synchronized, and the AI always works with the latest information
  • New folders start private and can be shared with individuals or the entire workspace as needed
External Connectors External data sources such as SharePoint or OneDrive, as well as content from publicly accessible websites, can already be synchronized with the Knowledge Base. Currently, synchronization is set up on request by the nuwacom team. A self-service option for managing connectors and web crawlers independently is already in progress.

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How do I add knowledge to the Knowledge Base?

Create Knowledge Folders by uploading important documents and organizing them in a clear folder structure, for example by departments, teams, or projects. Each team, whether Marketing, Sales, Product, or Legal, can set up its own root folder with subfolders:
  • Clear ownership: Each team manages its area independently
  • Faster onboarding: New team members find structured knowledge immediately
  • Scalability: New teams and folders can be added at any time
Example:
Create a Marketing Knowledge Folder and structure it with subfolders such as Brand Guidelines, Campaigns, Product Texts, or Social Media. Upload all relevant documents so the AI creates on-brand, consistent content and always answers questions based on the latest information. How it works
  1. Navigate to the Knowledge Base.
  2. Create a new Knowledge Folder and assign a clear name, for example “Marketing”.
  3. Upload the relevant files that the AI and your team should use as context for answering questions or creating content. You have several options for adding content:
    • Upload files: Upload individual files such as PDFs, presentations, Word documents, or spreadsheets directly into the Knowledge Folder.
    • Upload folders: Upload entire folder structures at once. Subfolders and included files are automatically imported.
    • Drag & drop: Drag files or folders directly into the Knowledge Base.
    • Create a document: Create a new document directly in nuwacom, for example for notes, briefings, or internal guidelines.
  4. Invite your team to use this knowledge together. How this works is explained in the next step.
  5. Attach the Knowledge Folder to chats, agents, and projects. Update it once, and changes are automatically applied everywhere.
Tip: Attach a Knowledge Folder to a communication agent. The agent automatically uses communication guidelines as context and can generate, for example, on-brand and consistent press responses or internal messages. Update a document in the Knowledge Folder once, and the agent will automatically use the latest version. Learn more.

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How do I share knowledge with my team?

Every newly created Knowledge Folder is private by default and visible only to you. You actively decide when and with whom you want to share content. How sharing works
  1. Open the Knowledge Folder and click Share.
  2. Select one or more people, or share the folder with the entire workspace.
  3. Define permissions per person (or for the workspace).
Permissions
  • Read: 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 private and is then selectively shared, for example with read access for Marketing so content can be viewed and used but not changed, and with edit access for the Legal team, which is allowed to add, update, or remove content.

Important: Permission inheritance

  • Only Knowledge Folders (root folders) can be shared
  • Subfolders automatically inherit the permissions of the parent Knowledge Folder
  • When you share a Knowledge Folder with someone, they automatically gain access to all contained subfolders and files
  • Sharing individual subfolders is not possible
***Example:***If the “Policies & Templates” Knowledge Folder is shared with a person, that person automatically gains access to all included subfolders and files. The assigned permissions (read or edit) always apply to the entire Knowledge Folder. Separate sharing of individual subfolders is not possible.

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External data sources

Synchronize your data with the Knowledge Base. The structure and access rights from external systems are preserved, enabling seamless and secure collaboration.
Contact our team to learn more about individual integration solutions and to find the right configuration for your organization.
Supported systems
  • SharePoint
  • Confluence
  • Google Drive
  • OneDrive
  • Jira
  • Notion
  • and more
Benefits of integration
  • Automatic synchronization: Changes in external systems are reflected in real time in your Knowledge Base
  • Structure preservation: Folder structures remain intact
  • No manual updates: Agents and projects automatically use the latest content
  • Single source of truth: No version conflicts, no duplicates

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Web crawler

With the integrated web crawler feature, you can automatically integrate content from publicly accessible websites into your Knowledge Base.
Contact our team to learn more about individual integration solutions and to configure the web crawler for your specific requirements.
How it works
  • Regular analysis: The web crawler continuously checks specified websites
  • Real-time detection: Changes are automatically detected and synchronized
  • Dynamic content: Frequently changing websites remain 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.
By default, a Knowledge Folder is visible only to its creator. After creation, you can share it with individual users or the entire workspace. For each person, you choose whether they can read or edit the folder. Access can be changed or revoked at any time.
Only Knowledge Folders (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 teams’ daily work. Store relevant, up-to-date content centrally and in a clear structure, for example by departments, teams, or use cases. This ensures that 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.
External data sources are currently connected by our team. Please contact us so we can set up synchronization for you. A self-service option for independently connecting external sources is already in preparation and will be available soon.
Admins, Super Admins, and Editors can create Knowledge Folders and share them with others, assigning read or edit permissions per user.Readers only have access to shared Knowledge Folders with read permissions. They cannot create new Knowledge Folders, upload documents, or manage files.