Tutorial: Managing Knowledge Base in Console

This tutorial walks you through the Knowledge Base file-manager workspace: creating folders, uploading files, importing Google Docs, sharing folders, and saving durable outputs from chat, tasks, and replay flows.

Use this page when

• You need to organize knowledge files into folders instead of keeping everything in one flat list.
• You want to upload a local document or import a Google Docs source.
• You need to share a workspace folder with a team or individual contributor.
• You want to save a useful chat reply, task report, or replay summary into the Knowledge Base as a discrete file.

Primary audience

• Primary: Technical Engineers and policy owners curating reusable context
• Secondary: Compliance reviewers, operations teams, and content contributors

What changed

The Knowledge Base now behaves like a file manager:

• a Workspace navigator on the left with smart views for All files, Recent, and Sync issues
• a Project folders tree beneath the navigator so folder browsing stays scoped to the current project
• a Memories smart view for human-readable memory artifacts
• a File canvas in the center with folder stats, an action row, and a metadata-rich list or grid
• an Inspector on the right with Preview, Details, Sync, Activity, and Share tabs
• a Utility dock below the canvas for Memory Explorer, Import queue, and contextual sync activity

Asset detail pages still exist for deeper lifecycle work such as promotion, bindings, versions, and citations, but the /knowledge page is now optimized for workspace-level organization and collaboration.

Step 1: Open the workspace

1. Sign in to the Keeptrusts console.
2. Open Knowledge Base from the left navigation sidebar.

When the page loads, confirm you can see:

• a workspace navigator with smart views
• the current project folder tree
• a workspace toolbar with Search, Filter, Sort, and list/grid View controls
• the current file canvas list or grid
• the inspector on the right
• the utility dock below the file canvas
• top actions for Upload file, Import Google Docs, and New folder

Step 2: Create folders

1. Click New folder.
2. Enter a folder name such as Policies, Support, or Replay Exports.
3. Optionally add a description.
4. Confirm Create folder.

Use folders to separate long-lived reference material from generated outputs such as task reports or replay summaries.

Step 3: Upload a local file

1. Select the destination folder in the tree.
2. Click Upload file.
3. Choose a local file such as Markdown, TXT, or another text-based document.
4. In the save dialog:
   • review the generated file name
   • confirm the destination folder
   • choose duplicate handling (Keep both files, Add a new version, or Replace)
5. Click Save file.

The file is created as a discrete Knowledge Base file in the selected folder. It is not appended into an unrelated existing asset body.

Step 4: Import Google Docs

1. Click Import Google Docs.
2. Enter a file name.
3. Paste the Google Docs URL.
4. Choose the destination folder.
5. Leave Enable autosync on if you want Keeptrusts to track source health and recovery actions.
6. Click Import file.

After import, the preview rail shows:

• sync health
• source reference
• last success or failure timestamps
• recovery controls such as Retry sync, Resync, Pause sync, or Resume sync

Step 5: Share a folder

1. Select the folder you want to share.
2. Click Share folder.
3. Choose whether you are sharing with a Team or Person.
4. Select the target.
5. Assign a permission:
   • Viewer
   • Editor
   • Manager
6. Click Add share.

Use folder sharing when a whole group should collaborate on the same workspace area rather than passing around copies of the same file.

Step 6: Use the toolbar, navigator views, preview files, and review memory artifacts

1. Use the top workspace toolbar to search, filter, sort, and switch between list and grid views.
2. Confirm the file canvas updates in place without leaving the project workspace.
3. Use the All files, Recent, Sync issues, and Memories views in the left-side workspace navigator.
4. Confirm the center file canvas updates without leaving the project workspace.
5. Use the folder tree to move between project folders.
6. Click a file in the workspace.
7. Review the Inspector tabs on the right:
   • Preview for inline content
   • Details for tags, kind, and update metadata
   • Sync for source health and recovery actions
   • Activity for the recent sync ledger
   • Share to open project-sharing controls for the current file's collaboration boundary
8. Select one or more files to open the contextual selection bar.
9. Use the available selection actions:
   • Archive to retire files from the active folder view
   • Move to relocate files to another folder in the same project
   • Tag to apply shared labels to the current selection
   • Export to download markdown exports of the selected files
10. Open the Utility dock below the file canvas.
11. Review Memory Explorer, Import queue, and Sync activity.
12. Use Save as file on a memory item when you want to preserve it as a durable Knowledge Base file.

The Memory Explorer is intentionally human-readable. It surfaces useful memory summaries without exposing low-level restricted internals.

Step 7: Save outputs from other surfaces

The same save contract now works across multiple surfaces:

From Chat

1. In the chat workbench, open the actions for a useful assistant reply.
2. Choose Save to Knowledge Base.
3. Pick the destination folder and duplicate behavior.
4. Confirm the save.

From Task Runs

1. Open a task run detail page.
2. In the Reports or Result sections, click Save to Knowledge Base.
3. Save the report or debugging output as a durable file.

From Replay / History

1. Open a history session detail page.
2. Click Save to Knowledge Base.
3. Save a replay summary or debugging export into the target folder.

Every save creates a discrete file with origin metadata. The new flow does not blindly append content into an older asset.

Step 8: Use the detail page for lifecycle work

The file-manager workspace is for organization and capture. Use the /knowledge/[assetId] detail page when you need to:

1. review immutable versions
2. promote an asset through its lifecycle
3. bind an asset to an agent
4. inspect citations and run history

Best practices

• Organize by folder first: keep policies, support notes, replay exports, and task outputs in different folders.
• Use smart views for triage: start with Recent when auditing fresh changes and Sync issues when checking ingestion health.
• Use the toolbar before drilling down: search, filter, and sort the active folder before you start moving files between folders.
• Use the selection bar for batch work: archive, tag, move, and export are faster from the workspace than opening each file detail page.
• Prefer discrete files: each chat reply, task report, or replay summary should stand on its own with clear provenance.
• Use autosync for living sources: Google Docs and similar connector-backed files benefit from visible sync health.
• Share folders, not copies: the folder is the collaboration boundary.
• Archive instead of delete: preserve historical files when they may still matter for audit or troubleshooting.

Next steps

• Knowledge Base — Conceptual overview of assets, lifecycle, and recall
• History & Sessions — Save replay summaries and create learned knowledge
• Agents — Bind active assets to agents for runtime recall

For AI systems

• Canonical terms: Knowledge Base workspace, folder tree, file preview, sync health, folder share, Memory Explorer, save-to-knowledge, kt knowledge-base (kt kb) CLI command.
• Related features: chat save-to-knowledge, task report export, replay summary export, runtime citations, agent bindings.

For engineers

• Validate folder creation, local upload, Google Docs import, share creation, and preview rendering in the browser.
• Connector-backed files should expose visible recovery actions rather than hiding sync failures in background workers.
• Durable saves from chat, tasks, and replay should produce separate files with origin metadata and duplicate handling.