AI Knowledge Base & Chatbot
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      Using the AI Knowledge Base & Chatbot

      Learn how to upload documents to the Knowledge Base and leverage the chatbot for querying.

      1. Locate the Default Knowledge Base Folder

      The AI Knowledge Base is conveniently built into Chekhub’s Library Module, if enabled by your organization. To get started:

      • Navigate to the Document Library module within Chekhub.
      • Locate the Knowledge Base folder, which is the dedicated space for uploading and managing documents intended for AI-powered search and retrieval.

      2. Upload Documents

      • Open the Knowledge Base folder.
      • Select the Upload Files button in the top right corner and choose the PDF files from your device you wish to include in the Knowledge Base.

      *Note: Create Link is not an available option for the Knowledge Base*

      • Ensure the documents are properly labeled and organized for easy reference.

      To learn more about uploading documents to the library, refer to this article.

      3. Managing Your Knowledge Base

      • After uploading, manage documents by renaming, categorizing, or moving them within the Knowledge Base folder.
      • To remove documents, simply delete or transfer back to the general library.

      Ensure Documents are AI-Searchable

      1. Check the "Searchable" Column

      Once a document is uploaded, the system processes it for AI readiness. Follow these steps to ensure your documents are AI-compatible and ready to be referenced by the Chekhub AI Chatbot:

      1. Go to the Documents Table in the Knowledge Base folder.
      2. Locate the "Searchable" column. This indicates whether a document has been successfully indexed by the AI system.
      3. Confirm the status:
        • Success: The document is searchable and ready for use by the Chekhub AI Chatbot.
        • Pending/Failed: The document may require re-uploading or formatting adjustments for compatibility.

      How to Use the Chekhub AI Chatbot 

      1. Training the Chatbot to Respond Accurately Using Your Documents

      The Chekhub AI Chatbot leverages your Knowledge Base to provide instant, relevant answers.

      To ensure accuracy:

      • Upload Quality Content: Ensure documents are clear, structured, and optimized for AI indexing.
      • Organize Your Knowledge Base: Group documents logically to make it easier for the AI to locate information.

      2. Correcting the Chatbot and Providing Additional Context

      As you interact with the chatbot:

      • Provide Feedback: Correct inaccurate responses directly to improve future interactions.
      • Add Missing Context: If the chatbot fails to answer a query, upload additional relevant documents or refine existing ones.

      3. Sample Queries to Demonstrate the Chatbot’s Capabilities

      • Operations: "What are the steps for handling a customer complaint?"
      • Policies: "What is my company’s remote work policy?"
      • Procurement: "What are the terms of our agreement with Vendor X?”

      These queries demonstrate how the chatbot retrieves relevant information from your Knowledge Base in real time.

      Customize Your Knowledge Base for Your Organization

      1. Creating Folders in the Knowledge Base

      You can create additional folders within the Knowledge Base to segment content based on your organization’s needs:

      • Navigate to the Knowledge Base folder.
      • Click on the Create Folder option and assign a clear, descriptive name.

      • Then move or upload documents into the newly created folder to keep your Knowledge Base structured and organized.

      2. Tailoring the Knowledge Base to Meet Business Needs

      • Identify the types of documents your team relies on most frequently, such as SOPs, manuals, or client FAQs, and prioritize uploading these files.
      • Regularly update the Knowledge Base with new content to ensure it reflects current operational needs.
      • Leverage the integration with the Chekhub AI Chatbot by focusing on documents that address common queries or workflows.
      Creative Ways to Use the Knowledge Base and Chatbot
      •  Archiving Historical Knowledge
        • Preserve Organizational Memory: Use the Knowledge Base as a repository for historical documents like past project reports, major decisions, or key milestones.
        • Example: A manager retrieves a report on why a past initiative succeeded or failed, providing valuable context for planning new projects.
      • Optimizing Vendor and Partner Relationships
        • Maintain Vendor Information: Upload contracts, SLAs, and procurement guidelines to the Knowledge Base for easy reference during vendor negotiations or compliance checks.
        • Example: Procurement teams ask the chatbot, “What are the terms of our agreement with Vendor X?” or “When does the service contract expire?”
      • Supporting Compliance and Auditing Processes
        • Centralize Regulatory Documentation: Upload compliance protocols, audit checklists, and regulatory standards for easy access during inspections.
        • Example: A team queries the Knowledge Base for “What are the documentation requirements for ISO certification?” or “Where is the checklist for an internal audit?”

        By following these steps and implementing these techniques, you can quickly set up and customize your AI Knowledge Base to become an indispensable resource for your team. With its seamless integration into Chekhub’s platform, this tool enhances operational efficiency and empowers your organization to make smarter, data-driven decisions.