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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  • Use only relevant and up-to-date content and avoid outdated materials.

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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

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How do I add files to the Knowledge Base?

Uploaded files as well as any newly created knowledge folder are private by default and visible only to you. You actively decide when and with whom you want to share your content. Create knowledge folders to upload important documents in a targeted way and organize them clearly 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:
    • Sync from connectors: Integrate files from OneDrive, Google Drive, and SharePoint directly into your knowledge base.
    • 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. You can find more details on how this works further down on this page.
  5. Attach the Knowledge Folder to chats, agents, and projects. Update it once, and changes are automatically applied everywhere.
Tip: When configuring agents, add entire folders or individual files as knowledge to set up the agent once with relevant context and reuse it consistently for recurring tasks. Learn more.

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Which file formats are supported?

Plaintext & Markup
  • application/json
  • text/plain
  • text/markdown
  • text/html
  • application/xml
  • text/xml
  • text/x-rst
  • application/rtf
  • text/rtf
Email & Messages
  • application/vnd.ms-outlook
  • message/rfc822
Images
  • image/jpeg
  • image/png
  • image/webp
  • image/gif (nicht-animiert)
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-specific
  • nuwacom Document
  • Meeting Notes

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How do I share files with my team?

All uploaded files and newly created knowledge folder are private by default and visible only to you. You actively decide when and with whom you want to share your 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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Sync from connectors

Integrate files from OneDrive, Google Drive, and SharePoint directly into your knowledge base. This way, you always work in nuwacom with up-to-date content without having to manually upload or maintain files. The AI extracts the content and uses it as a basis for precise answers in chats, agents, and projects. Your Benefits
  • Automatic Synchronization: Changes in external data sources flow into your knowledge base in real time.
  • Structure Preservation: Folder structures are maintained.
  • No Manual Updates: The AI automatically uses the latest content.
  • A Single Source of Truth: No version conflicts, no duplicates.
Note: Only admins and super-admins can synchronize external connectors with the knowledge base.
Knowledgebaseexternalconnectorsen How it works
  1. Navigate to the knowledge base.
  2. Select a knowledge folder and click Add.
  3. Choose the desired connector, for example SharePoint.
  4. Connect your account if you haven’t done so already.
  5. Select folders or individual files with one click and add them to the knowledge folder.
Result: Selected content is connected within seconds, remains automatically synchronized, and is initially visible only to you. The AI extracts the content and uses it as a knowledge base. This enables it to deliver precise, context-related answers in chats, agents, and projects.

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FAQ

Only admins and super-admins can synchronize external connectors with the knowledge base.
The connectors must be enabled in your workspace settings. Navigate to Workspace Settings > Connectors > Available Connectors to enable the desired connectors. Admin rights required.
Currently, you can connect OneDrive, Google Drive, and SharePoint. Contact our team if you want to connect other data sources or learn more about custom integration solutions.
Synchronization is one-way. Changes in the external source are automatically updated in nuwacom. However, changes 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 by a small cloud icon next to the document name. This way, you can always tell which files are automatically synchronized and which are not.
No. Only the content is extracted. The original files are not stored in nuwacom.
Files you synchronize in “My Files” remain private and are visible only to you. Files in a new knowledge folder are also initially private. These contents become accessible to others only when you actively share the knowledge folder with users, user groups, or the entire workspace.
When you synchronize files from external connectors, they are initially visible only to you. To share the content, 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.
  1. Share files afterwards

Move the files by drag & drop into a shared knowledge folder. The files will then automatically be visible to all people with the corresponding access rights.
No. Access rights from SharePoint, OneDrive, or Google Drive are not transferred to nuwacom. Access is determined by the knowledge folder in which the synchronized files are placed.
If a knowledge folder is shared with User A, even though User A does not have permission in the connector, User A will still gain access to the synchronized content through the sharing within nuwacom. The permissions in the source system remain unaffected.

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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.
When you upload files to Knowledge Base, they are initially only visible to you.
To make this content available to your team, you have two options:1. Upload directly to a shared folder
Upload the files directly to a knowledge folder that is already shared with other users.2. Share files afterwards
Drag and drop the files into a knowledge folder that is shared with other users. The files will then automatically become visible to everyone with access rights.