Documentation / AI configuration
Bulk upload knowledge documents
In short: With Bulk knowledge upload you upload many files at once, or a complete folder, as knowledge documents. Each file becomes a separate knowledge document that aishaa then processes in the background. You can choose up to 2000 files per upload session.
Where to find this
Go to Organisation > Intelligence > AI knowledge base. At the top right of the Knowledge documents list, click the menu (the three dots) and choose Bulk knowledge upload.
Who: from the Team lead role. The Intelligence menu is shown from the Organisation admin role; a Team lead opens the page through a direct link they get from an Organisation admin. The documents go into the organisation selected at the top of the page.
The Bulk knowledge upload dialogue with the Select files and Select folder buttons, the list of selected files including the Will replace chips, and the Start upload button.
Uploading files in bulk
The Bulk knowledge upload dialogue explains: Upload documents to the knowledge base. After upload, they will be prepared in the background for AI use.
- Click Select files to choose individual files, or Select folder to choose a whole folder. You can combine both, up to 2000 files per session. The same file formats and the same maximum file size apply as for a single knowledge document, see Knowledge documents.
- aishaa checks the file names (Checking whether selected file names already exist…). The list shows the name and size of each file, and a chip if the name already exists:
– Will replace: a knowledge document with this file name already exists. It is replaced by the new file.
– Restore + replace: there used to be a document with this name that has been deleted. It is restored and replaced.
Above the list you then see the warning Some files already exist and will be replaced during upload. or Some files already exist or were previously deleted. They will be restored or replaced during upload. - If you do not want to upload a particular file after all, click the cross (Remove) after that file. If you want to start again, click Clear all.
- Click Start upload.
During the upload you see the phases Preparing upload, Uploading files and Finalizing upload, with the progress per file (File 3 of 20: name) and the amount of data sent (Uploaded … of …). Keep the dialogue open: Please keep this window open until the upload has fully completed. Closing it now will interrupt the upload.
Once everything has been sent, you see Files uploaded successfully. Processing is now running in the background. The dialogue closes and the new documents appear in the list.
What happens after the upload
- Each file becomes a knowledge document with the file name as its Name. You then fill in Additional context for AI, User selected kind, Auto attach when used by AI and tags per document if you want to; open the document from the list to do so.
- The documents get the status Queued and then Analyzing. While processing is running, a bar at the top of the list shows something like 20 knowledge operation(s) running in the background. Finished documents get Completed; failed documents get Failed with the Retry button.
- During processing, aishaa uses the Knowledge input context field from Organisation > General, section Knowledge input, as background information for each document.
Good to know
- Bulk upload creates documents with the scope Only this organisation. If you want to share a document with the whole account, change that afterwards per document (only as an Account admin).
- If the upload fails (The upload could not be completed. or Bulk upload failed.), open the dialogue again and start the upload once more. Files that are already in the list then get the Will replace chip.
- As long as you have not chosen anything, the dialogue shows No files selected yet with the explanation Select one or more documents to upload them to the knowledge base.
- You cannot select files in a format that aishaa does not support.
- More than 2000 files? Upload them in several sessions.