Files and Docs

A Knowledgebase holds two kinds of knowledge, side by side in one list:

Files are documents, websites and videos you add. FormWise reads and indexes them so your Flows and Agents can search them. (Files used to be called sources.)
Docs are notes you write right in the Knowledgebase. Your Agents read them and can keep them up to date. (Docs used to be called pages.)

The more relevant content you add, the smarter and more accurate your Flows and Agents become.

How it works

When you add a File, FormWise automatically:

Extracts the text from your document or website.
Splits it into smaller chunks so the AI can work with it efficiently.
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.

Your file library

Click Knowledgebase in the left sidebar. The main area shows All files: every File in your workspace, whichever Knowledgebases use it. Each row says which Knowledgebases use the File, or Unused if none do.

Click Add files, or drop files anywhere on the page, to add them to the library. They aren't added to a Knowledgebase yet, and Markdown files stay files here.
To add Files to a Knowledgebase, drag them onto it in the sidebar. Tick several rows first to drag them all at once. Files the Knowledgebase already has are skipped.

Adding Files to a Knowledgebase

Click Knowledgebase in the left sidebar, then click a Knowledgebase in the sidebar (or click New next to Knowledgebases to create one).
Add your content:
- A new Knowledgebase shows Teach your agents with three ways in: Upload files, Write a doc, and Connect Drive or Notion.
- Once it has content, everything is under the New menu: New doc, Upload files, Add a link (a website or a YouTube video), Sync from Drive or Notion, and New folder. Inside a folder, Add existing file files a File that is already in this Knowledgebase into that folder.
- Or drop files anywhere on the Knowledgebase page.
New Files begin processing automatically.

The add dialog covers every kind of File:

Upload files - Supported file types are PDF, CSV, TXT, Markdown, and images, up to 25 MB per file.
Library - Reuse files already in your workspace's library.
Websites - Paste the URL of a public webpage, and FormWise fetches and indexes its content.
YouTube - Paste a YouTube video link, and FormWise indexes the video's transcript. Available on the Pro and Agency plans.
Text - Paste raw text, with an optional title, to create a document.
Google Drive or Notion - Sync content that stays up to date. See Synced Sources.

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

The number of Knowledgebases you can create, and the number of Files each one can hold, depend on your plan.

Where Files live

A File lives where you file it, just like in Google Drive:

In a folder - Drop files on an open folder, or upload from the folder's New menu, and they go in that folder.
On a Doc - Drop files on an open Doc and they are attached to it. The Doc's mentions of the File show as pills.
On Home - A File that isn't filed anywhere shows on the Knowledgebase's Home.

To refile a File, drag its row onto another folder, or use Move to in its three-dot menu. Agents see the same structure when they browse the Knowledgebase, so filing a File in the right folder helps them find it.

Markdown files become Docs

Inside a Knowledgebase, uploaded .md files become Docs instead of Files, so you can edit them and your Agents can keep them up to date.

Links between your Markdown files carry over. When a Markdown file mentions another document by name (for example with @ or a Markdown link), the mention connects to the Doc with that name in the same Knowledgebase. If there is no such Doc yet, the mention becomes a waiting link. It connects on its own as soon as a Doc (or, failing that, a File) with that name is added to the same Knowledgebase. If the Doc it points to is deleted, it goes back to waiting. Click a waiting link to turn it back into plain text.

In the file library, outside any Knowledgebase, Markdown files stay files.

Processing status

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

Pending - The File 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 File is fully indexed and available for your Flows to use.
Failed - Something went wrong during processing. Open the File and click Retry, or tick failed Files in All files and click Retry to try them all at once. You can also remove it and add it again.

You can see the status of each File on its row. Files added over the API or an MCP connection can also show Awaiting review until a team member approves them.

Managing your Files and Docs

Filter the list with the All, Docs, Files and Links chips.
Select several rows with their checkboxes, in the list or in the sidebar, to move, archive or delete them together.
Move rows by dragging them onto a folder, including folders into other folders.
Remove a File from a Knowledgebase from its three-dot menu: Remove from folder unfiles it, and Remove from Knowledgebase takes it out entirely. The File stays in your workspace's library, so you can add it back later.

Best practices

Start with your most important documents - product documentation, FAQs, company policies, brand guidelines, and pricing information are all great first uploads.
Organize with folders - Give each folder a one-line description of what belongs in it. Agents use those descriptions to decide where to look.
Keep content up to date - If your documents change, remove the old version and upload the new one so your Flows always have the latest information. For notes that change often, write a Doc instead.
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 its Knowledgebase.

Next steps

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

Files and Docs

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