Knowledge

Follow the creation, upload, sharing, and task workflow, then verify the sources cited in answers.

Create and manage knowledge bases

A knowledge base turns long-lived documents into retrievable, cited context.

Create a local knowledge base

1. Open Resource library from the sidebar, then choose the Knowledge bases tab.
2. Choose Create knowledge base.
3. Enter a name and description.
4. Select local upload and save.

The creator is the sole owner and can manage metadata, directories, documents, sharing, and lifecycle.

External source

When an administrator has configured SharePoint, the create form offers an external source. Enter an allowed SharePoint folder URL. LinkSense verifies access before scheduling synchronization.

Only administrators create and manage external-source knowledge bases. Other users can use one that is shared with them.

Edit, archive, restore, and delete

• Metadata edits do not reprocess documents.
• Archiving makes the knowledge base read-only.
• Restoring re-enables management.
• Permanent deletion is available only after archiving and cannot be undone.

Disable and transfer

An administrator can disable a knowledge base globally or transfer ownership to another active user. Governance does not automatically grant document content, preview, or download access.

Capacity

The detail page shows quota usage. Current versions, versions retained for historical citations, failed originals, and pending cleanup can consume capacity. A deleted status does not guarantee immediate capacity release.

Upload and manage knowledge-base documents

Upload files or folders

Choose files or a folder from the knowledge-base detail page. Folder upload preserves paths below the selected root; empty directories are not stored.

The local pipeline accepts PDF, DOCX, XLSX, PPTX, ODT, ODS, ODP, TXT, Markdown, HTML, CSV, and PNG, JPEG, TIFF, BMP, or WebP images. Unsupported files are skipped with an explanation.

Default deployment limits are 200 MiB per file, 100 files per batch, and 10 GiB per knowledge base. Always use the current limits returned by the page.

Processing stages

Documents move through validation, queueing, parsing, chunking, optional image understanding, parent construction, embedding, indexing, and activation. Only a Ready version is retrievable.

Review the failed stage and retry after resolving the cause. Reprocessing runs the full pipeline from the stored original.

Versions, names, and directories

• Replacing a file creates a version and activates it only after success.
• Historical citations remain fixed to the exact version used.
• Renaming changes display metadata, not content.
• Directories and flat or hierarchical views help organize entries.

Preview and download

The document page offers parsed and original read-only views. Originals are fetched through authorized LinkSense endpoints, never arbitrary URLs; HTML originals are handled as safe content. Download remains a separate action.

Share and unshare knowledge bases

Only the owner manages sharing. A grant allows viewing and retrieval, not document management, sharing changes, or ownership.

Share

1. Open the knowledge base and its Sharing section.
2. Search for a user or group.
3. Confirm the use grant.

Access can come from ownership, a direct share, or one or more group memberships. The page lists effective sources.

What recipients can do

Recipients can browse allowed content, preview and download accessible documents, and select the knowledge base in a task. They cannot upload, replace, delete, edit metadata, or grant access to others.

Revoke access

Removing one source may not remove all access. A user who also belongs to an authorized group remains eligible after a direct share is removed. LinkSense identifies remaining sources.

A user may remove their own direct share; if no other source remains, access ends.

State changes

• Disabled users cannot use knowledge bases.
• Membership changes affect group-derived access.
• Administrator disablement or archival overrides direct and group shares.
• Every new turn validates its fixed knowledge-base selection again.

Use knowledge bases and citations

Select a knowledge base

Before sending, choose Add knowledge base and select one or more accessible entries. The selection is fixed for that turn and can change later.

Preflight reports a knowledge base that is disabled, archived, deleted, or no longer shared. LinkSense never expands retrieval to every accessible knowledge base silently.

Ask a grounded question

For example:

Answer only from the knowledge bases selected for this turn, cite the evidence, and state clearly when the material is insufficient.

Inspect citations

Open a numbered citation to see:

• knowledge-base and document names;
• the exact document version used;
• heading path and matched content;
• verified page numbers, or a document-level reference when no reliable page exists.

You can switch between parsed content and the original for the same version, then download the original separately.

Historical behavior

Replacing a document does not redirect old answers to new content. After permanent source deletion, a citation retains a historical name and location summary but cannot show or download content.

Images in conversations

New images legitimately returned to a task by knowledge retrieval are saved independently as conversation attachments. Later turns can display them without selecting the knowledge base again. Rebuilding or deleting a knowledge base, or revoking its sharing permission, does not remove copies already saved in a conversation. Opening the original citation still requires access to the source.

Images remain restricted to authorized task access and follow the task-artifact retention policy. This applies only to new retrievals after image snapshot storage is enabled; existing replies are not backfilled and previously broken images are not repaired automatically.