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Knowledge is the reference material your agents draw on to answer questions, complete tasks, and make decisions. Upload your documents, policies, processes, and resources. Your agents will use them automatically when they’re relevant.

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How knowledge works

When you add knowledge files to an agent, you’re giving it access to information it can reference anytime. Your agent doesn’t memorize everything. Instead, it searches through its knowledge when it needs specific information to complete a task or answer a question. This means your agent can work with far more information than you could ever fit into behavior instructions.

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Real-world examples

Fitness coach agent Upload your training frameworks, exercise libraries, nutrition guidelines, and FAQ documents. Your agent can create personalized workout plans and answer client questions using your exact methodology. Consulting agent Add service descriptions, process documentation, case studies, and proposal templates. Your agent can explain your services, outline your process, and even draft initial proposals. Small business agent Upload company policies, standard operating procedures, product specifications, and pricing sheets. Your agent can handle customer questions, onboard new team members, and maintain consistency across your business.

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Types of knowledge files

Documents
  • Markdown files (.md)
  • Text files (.txt)
  • PDF documents (.pdf)
Images
  • PNG
  • JPG
  • GIF
Your agent can reference text from documents and describe or analyze images when needed.

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Adding knowledge

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Through conversation

The easiest way to add knowledge is right in Slack. Just attach a file to a message to Appy.AI and say something like “add this to my sales agent’s knowledge.” Examples:
  • “Add this pricing sheet to the customer service agent”
  • “Upload this to my marketing agent’s knowledge”
  • “This is the new return policy, add it to the support agent”

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Through the web platform

For more control, use the web platform:
  1. Navigate to your agent’s settings
  2. Click on the Knowledge section
  3. Click “Add Knowledge”
  4. Upload your file
To remove knowledge, click the three-dot menu next to any file and select delete.

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Knowledge options

Each knowledge file shows: Content A preview of what’s in the file. Type The file format (document or image). Size How large the file is. Uploaded When you added it.

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Smart references

You can reference specific knowledge files in your behavior instructions using @[fileName]. Examples:
  • “For pricing questions, refer to @PricingGuide.pdf”
  • “Follow the process outlined in @ClientOnboarding.md”
  • “Use the templates in @EmailTemplates.md for all outreach”
This is optional. Your agent will find relevant knowledge automatically, but smart references help you be explicit about when to use specific files.

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Getting started with knowledge

Here’s a simple way to build up your agent’s knowledge:
  1. Start with your most common questions. What do people ask you all the time? Create a simple FAQ document.
  2. Add your core processes. Document how you do the main things your agent will help with.
  3. Include any templates or examples. If you have email templates, proposal outlines, or example responses, add those.
  4. Upload relevant policies. Pricing, refunds, terms of service—anything that defines how you do business.
  5. Test and refine. Ask your agent questions and see if it has the knowledge it needs. Add more files as gaps appear.
If you have a very large document, consider breaking it into smaller, focused files. This helps your agent find the right information faster. For example, instead of one 50-page operations manual, create separate files for each major process.