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File Management

About File Attributes​

File attributes 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 attributes.

General Settings​

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

💡 Tip: Only files in enterprise spaces support the use of tags, and new tags can be added; files in personal spaces 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

  • Segmentation Settings: Default, detailed, custom

  • Search 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.

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

Segment Preview​

  • Segment Preview supports viewing the segmentation of the file. Each segment has a number and supports editing the segment content.

    • 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.

File Operations​

Create Folder & Upload File​

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 File: To upload files in My Space and Enterprise Space, click "Upload File" at the top right of the page, select the file to upload, click "Open", and wait for indexing success to use the file.

tip
  • File upload has four statuses: Waiting for Indexing, Indexing, Indexing Successful, Indexing Failed
  • Only files with the status "Indexing Successful" can be previewed and used normally
  • You need edit permissions in the enterprise space to create folders or upload files. Please ensure you have the relevant permissions before operating

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".

tip
  • Files in My Space do not support move or copy; only files in Enterprise Space support move and copy.
  • Moreover, moving and copying files in Enterprise Space can only be done within the same knowledge base.

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 Space and Enterprise Space 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 preview can be viewed.

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

Re-preview & Re-segment​

After selecting a file, the buttons "Re-preview" and "Re-segment" will appear.

  • Re-preview refreshes the file display to ensure the content is presented as expected

  • Re-segment adjusts the file structure to make paragraph or segment division more reasonable, optimizing content organization logic

What is QnA?​

Enterprise spaces have the QnA feature. When the assistant retrieves a question from QnA, it directly provides 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 needs and standards.

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

Import QnA Pairs​

QnA has two upload methods, one of which is Import QnA. Importing QnA supports batch import, suitable 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, select "Import", and the import page will pop up

  • 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 as above, drag or select the filled template file

  • The file information will be previewed automatically. After confirmation, 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 New QnA​

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

Steps to add new 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 answer and questions, click "Save" to successfully add the QnA

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

tip

  • The "Answer" includes rich text style tags. It is recommended to limit the total length within 2000 characters to facilitate AI responses.

  • To insert videos, embedded code is required, for example: <iframe src="//player.bilibili.com/player.html?aid=535563667&bvid=BV1jM411S74q&cid=1322473540&p=1" scrolling="no" border="0" frameborder="no" framespacing="0" allowfullscreen="true"> </iframe>.

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 regular users. Content submitted by administrators does not require review and takes effect immediately. All pending review questions are automatically placed at the top of the list 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 regular users

  • Rejected: If content does not meet standards, administrators can reject it. Rejected content will not be visible to regular 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, exporting QnA is supported. You can export the current page or export all QnA.

Steps to export QnA:

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

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

  • After exporting, check the file in the default local location