File Management

About File Properties

File properties are settings for individual files, whereas the previously mentioned knowledge base space settings apply to the knowledge base. The knowledge base space settings include file settings, and these settings can be inherited by file properties.

General Settings

• Basic Information: Basic information in file properties includes file name, size, creator, creation time, modifier, modification time, description, tags.

💡 Tip: Only files in Org Workspace support the use of tags, and new tags can be added; files in My Workspace do not support the tagging feature.

File Settings

• Space Settings: File settings inherit space settings by default, no additional configuration is needed. If custom settings are required for a file, turn off the "Inherit Space Settings" button.

• Indexing Method: Basic parsing, OCR intelligent parsing.

• Chunk Setting: Default, detailed, custom.

• Retrieval settings: File preview, file indexing.

• File Summary Generation: Whether to enable summary, full-text summary prompt words.

💡 Tip: For detailed file settings, please refer to "How to Configure Knowledge Base Space Settings".

Task Progress

• Preview: Supports file preview and allows viewing the progress of file preview. If loading fails, click the Retry button to reload.

• Document Processing: File processing includes multiple steps. Click "File Processing" to view the current progress and the step being processed.

Chunks Preview

• Chunks Preview supports viewing the segmentation of the file, each segment is numbered, and the content of the segments can be edited.

  • Editing segment content does not affect the original file, it only modifies the content used for indexing and preview.

• In the segment preview interface, keyword search is supported to quickly locate the segment containing the keyword, improving search efficiency.

Explanation of Document Configuration

File Operations

Create Folder & Upload Files

Create Folder: Both My Space and Enterprise Space support folder creation. On the knowledge base page, click the right side "Create Folder", enter the folder name, and click "Confirm".

Upload Files: To upload files in My Workspace and Org Workspace, click "Upload Files" at the top right of the page, select the files to upload, click "Open", and wait for indexing success to use the files.

Move & Copy Files

Move/Copy Files: Select the files to move or copy, click the right side "···", choose "Move to" / "Copy to", select the destination, and click "Confirm".

Download & Rename Files

• Examples of downloading & renaming:

  • Select the file "Azure - Compliance Offerings (September 2024).pdf";

  • Click the right side "···" or click "Download" / "Rename" at the bottom of the page;

  • Click "Download" to complete the download, or click "Rename", enter the new file name, and click "Confirm".

Favorite Files

• Example of favoriting files:

  • Select the file to favorite;

  • Click the right side "···";

  • Choose "Favorite". After successful favoriting, a prompt "Added to favorites successfully" will appear at the top of the page;

  • Favorited files can be unfavorited in the favorites list.

💡 Tip: Files in both My Workspace and Org Workspace support favoriting. Favorited files can be viewed under "Knowledge -> Favorites".

Favorite File Operation:

Favorites List:

Preview Files

After a file is uploaded and indexed successfully, a preview process is available. When the status is Preview Successful, the file can be viewed.

At the top of the preview page, you can view the file's summary, mind map, outline, and conversation. (AI summary)

Preview Again & Resegment

After selecting a file, the buttons "Preview Again" and "Resegment" will appear.

• Preview Again refreshes the file display to ensure the content is presented as expected.

• Resegment adjusts the file structure to make paragraph or segment divisions more reasonable, optimizing content organization logic.

What is QnA?

Enterprise spaces have a QnA feature. When the assistant retrieves a question from QnA, it will directly provide the preset answer instead of relying on online Q&A. This effectively avoids inaccurate or inconsistent answers caused by complex network information, ensuring replies precisely meet enterprise requirements and standards.

QnA supports multi-dimensional retrieval based on enterprise space, questions, answers, etc., enabling quick location of needed information, greatly improving information search efficiency, facilitating enterprise employees to quickly obtain accurate knowledge, and accelerating business processes.

QnA Related Operations

Import QnA Pairs

QnA supports two upload methods, one of which is Import QnA, suitable for batch importing when there are many QnA pairs.

Steps to import QnA:

• Enter the enterprise space knowledge base and open the QnA interface;

• Click the right side "···" button and select "Import" to open the import page;

• You can choose "Download QnA Import Template" and fill in the template file, which requires enterprise space, question, answer (enterprise space refers to the knowledge base name under the enterprise space);

• After filling the template file, go back to the import page, drag or select the completed template file;

• The file information will be previewed automatically. After confirming it is correct, click the right side "Start Import";

• Wait until "Import Successful" is displayed.

💡 Tip: Only new QnA pairs are imported; questions duplicated with existing QnA will be skipped.

Add QnA

The other upload method is Add QnA, which allows adding one QnA pair at a time.

Steps to add QnA:

• Enter the enterprise space knowledge base and open the QnA interface;

• Click the right side "Add" button to enter the add interface, with the question interface on the left and the answer interface on the right;

• On the question side, select the knowledge base name where the QnA belongs;

• Click the "Add" button to add multiple questions;

• On the answer side, enter the answer. The answer input supports text, links, images, videos, etc.;

• After entering the questions and answer, click "Save" to successfully add the QnA.

💡 Tip: When adding multiple questions, they share the same answer, which is the answer entered on the right side.

Review QnA

The QnA approval process ensures the accuracy and standardization of knowledge base content. This process mainly targets questions and answers submitted by non-administrators, ensuring content is reviewed by administrators before entering the QnA library for general users. Content submitted by administrators does not require review and takes effect immediately. All pending review questions are automatically listed at the top for administrators to prioritize.

QnA approval statuses: Pending Review, Approved, Rejected

• Pending Review: Submitted questions and answers automatically enter the "Pending Review" status, awaiting administrator review and processing.

• Approved: After administrator approval, questions and answers enter the QnA library and are accessible to general users.

• Rejected: If content does not meet standards, administrators can reject it. Rejected content will not be visible to general users but will be retained in the system for future review.

QnA approval operations: Approve, Reject, Batch Operations

• Approve: Administrators approve compliant content, allowing it to enter the QnA library. Approved QnA cannot be rejected afterward.

• Reject: Administrators can reject content that does not meet standards.

• Batch Operations: Administrators can select multiple pending items for batch approval.

Export QnA

Currently supports exporting QnA, either exporting the current page or exporting all QnA.

Steps to export QnA:

• On the QnA page, click the right side "Export";

• Choose "Export Current Page" or "Export All";

• After export, check the file in the default local location.