Knowledge Sources

Knowledge sources are the foundation of your Notebooks. They are the documents, files, and websites that your Flows draw from when answering questions. The more relevant content you add, the smarter and more accurate your Flows become.

How it works

When you add a knowledge source, FormWise automatically:

1. Extracts the text from your document or website.
2. Splits it into smaller chunks so the AI can work with it efficiently.
3. Creates searchable embeddings - think of these as a smart index that lets the AI quickly find the most relevant pieces of your content.

Later, when a user interacts with one of your Flows, the Flow searches this index for information related to the user's question and includes it in the AI's response. This technique is called Retrieval Augmented Generation (RAG) - but you do not need to worry about the technical details. The important thing is that your Flows can now reference your actual business content instead of making things up.

Adding a knowledge source

1. Go to Notebooks > Files in the left sidebar.
2. Click Add data.
3. Choose File to upload a document, or URL to index a webpage, YouTube video, or other public link.
4. For a file: drag and drop it into the upload area, or click to browse. Supported file types include PDF, DOCX, TXT, and other common document formats.
5. For a URL: paste the link. FormWise will crawl and index the page content.
6. Click Add file (or Add URL). The source begins processing automatically.

This is useful for including content like your public FAQ page, product documentation, or help center articles.

Processing status

After you add a source, it goes through a short pipeline before it is ready:

• Pending - The source has been received and is waiting to be processed.
• Processing - The system is extracting text, splitting it into chunks, and building the index.
• Ready - The source is fully indexed and available for your Flows to use.
• Failed - Something went wrong during processing. You can try re-processing the source or uploading it again.

You can see the current status of each source in the list on the Files page.

Managing your sources

From the Files page you can:

• View any source to see its details and processing status.
• Delete sources you no longer need.
• Re-process a source if it failed or if the original content has changed.

Best practices

• Start with your most important documents - product documentation, FAQs, company policies, brand guidelines, and pricing information are all great first uploads.
• Keep content up to date - If your documents change, re-upload or re-process them so your Flows always have the latest information.
• Be specific - Smaller, focused documents tend to produce better results than one massive file covering everything.
• Review what your Flows are referencing - If a Flow is giving unexpected answers, check whether the relevant content is actually in your Notebooks.

Next steps

If you have files stored in Google Drive, Dropbox, or Notion, you can skip manual uploads and connect those services directly. Head over to Connectors to learn how.