Skip to main content
Add it once. Every agent can use it. Knowledge is your organization’s shared reference library — the pricing sheets, product docs, FAQs, and policies your agents need to do work that’s actually about your business. Upload your documents once and every agent in your workspace can draw on them whenever a task calls for them.

​
What is Knowledge?

Knowledge is a shared file library built into your Appy.AI workspace. It works like the folders you already use: you upload documents, organize them into folders, and your agents reference them automatically when they’re relevant to a task. Without Knowledge, every request starts from scratch. You attach the pricing sheet again, paste the product details again, explain the policy again. With Knowledge, your agents know what you’ve filed — and they use it. The Knowledge library showing organized folders and files

​
Who can do what

RoleCan access Knowledge libraryCan upload and edit files
Admin✅ Yes✅ Yes
Team memberView only❌ No
AgentsRead automatically❌ No
Admins are the library’s curators. They upload, edit, organize, and remove documents. This keeps a clear editor of record — not a free-for-all. Team members benefit from what admins file. When an agent works on a task for any team member, it can draw on the shared library. Agents read the library but cannot change it. What’s in there is exactly what your team put there. The Knowledge page with the brand folder and file listing

​
How to use Knowledge

​
Uploading documents

1

Open Knowledge

Open your workspace and click Knowledge in the left sidebar.
2

Add a file

Click + Add in the top right, then choose Upload file and select your document.
3

Done

The file is immediately available to every agent in your workspace.
You can upload any document type — PDFs, Word files, spreadsheets, plain text. Common examples:
  • Pricing sheets
  • Product one-pagers
  • Customer FAQs
  • Policy documents
  • Onboarding materials
  • Brand guidelines

​
Organizing with folders

Keep your library tidy with folders:
1

Create a folder

Click + Add and choose New folder, then name it and press Enter.
2

Add files

Drag files into the folder, or upload directly into it.
You can rename, move, and delete folders at any time.

​
Editing a file

  1. Click any file in the Knowledge library to open it.
  2. Make your changes and click Save.
Every agent in your workspace references the updated version immediately. There’s no publish step — save and it’s live.

​
Asking Violet to save a file

If a useful document comes up mid-conversation, you can ask Violet to save it to the Knowledge library directly:
“Violet, save this to Knowledge.”
She’ll file it for you without interrupting the task. The Knowledge page in edit mode showing file editing

​
Deleting a file

Click the file to open it, then click the delete icon. The file is removed from the library immediately. Agents will no longer reference it.

​
What agents use Knowledge for

When an agent works on a task, it searches your Knowledge library for documents that are relevant. It pulls the reference it needs — a price list for a proposal, a policy doc for a support reply, a product sheet for a research brief — and uses it automatically. You don’t need to tell the agent which document to use. It finds the right one from what you’ve filed.

​
Frequently asked questions

Not at a per-agent level. The entire Knowledge library is available to all agents in your workspace. Organize your library with folders to keep it clear, and only file documents you’re comfortable sharing across the whole team.
The moment you save an edit, every agent in your workspace references the new version. There’s no delay and no re-upload needed.
Most common document types are supported: PDF, DOCX, XLSX, TXT, CSV, and more. If a file type isn’t supported, Appy will let you know when you try to upload it.
No. Agents can read documents from the library but cannot add, edit, or delete them. Your library stays exactly as your team configured it.
Deleted files cannot be recovered from Knowledge. Keep a backup copy in your own storage if the document is critical.

​
Tips

File the documents your agents use most. If you find yourself attaching the same file to requests frequently, it belongs in Knowledge.
  • Use clear file names. Agents search by content and file name. A file called pricing-q3-2026.pdf is easier to find than final-v2-LAST.pdf.
  • Keep it current. The power of Knowledge is that agents always reference the latest version. Review your library when your pricing or products change.
  • Organize from the start. It’s easier to maintain a tidy library than to reorganize a cluttered one.