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Add Knowledge to Your Knowledge Base

Learn how to upload documents, SOPs, and reference materials to your Utari knowledge base to make them available for your workers.

Written by Jelani Abuds-Salaam

Overview

The knowledge base in Utari is your central repository for documents, SOPs, frameworks, and reference materials. By uploading knowledge to your workspace, you make it available for workers to reference, ensuring they have access to your specific guidelines, processes, and information when performing tasks.

▶ Watch the video walkthrough

Before You Begin

Ensure you have:

Files Ready

Documents prepared and saved in supported formats

Workspace Access

Proper permissions to add knowledge to your workspace

File Size Check

Files under the 50MB total limit

Accessing Your Knowledge Base

1. Open Profile Menu

Click on your profile icon in the top navigation of your Utari workspace.

2. Navigate to Knowledge Base

Select Knowledge Base from the dropdown menu.

This opens your workspace's central knowledge repository where all uploaded documents are stored.

ℹ️ Note

Your knowledge base is workspace-wide, meaning all uploaded knowledge is available to any worker you configure—you just need to activate it for specific workers.

Adding Knowledge to Your Knowledge Base

1. Start Upload Process

Click the Add Knowledge button to begin adding new content.

2. Select or Create Folder

Choose where to organize your knowledge:

Option A: Select Existing Folder

  • Click on an existing folder from the list

Option B: Create New Folder

  • Click the plus icon (+) to create a new folder

  • Enter a descriptive folder name (e.g., "Marketing SOPs" or "Testing")

  • The new folder is immediately created and ready to use

3. Choose Upload Method

Select how you want to add knowledge:

  • Upload Files: Add documents from your computer

  • Text Entry: Paste or type content directly

  • Git Clone: Import from repositories (coming soon)

For this guide, we'll focus on Upload Files.

4. Select Files to Upload

Click the file input area or drag and drop files to upload.

Browse your computer and select the file(s) you want to add to your knowledge base.

5. Verify Upload

Ensure your files are within the size limit before completing the upload.

6. Complete Upload

Once files are selected and validated, complete the upload process.

Your knowledge is now available in the knowledge base and can be activated for workers.

File Size Limits

⚠️ Warning

Important Limitation: The current file size limit is 50MB total for your knowledge base.

If you exceed this limit when uploading, you'll see the error: "File size limit exceeded"

Managing Storage Limits

If you encounter the file size limit:

1. Review Current Files

Check your existing knowledge base files to identify:

  • Large files that could be compressed

  • Outdated files that can be deleted

  • Duplicate files taking up space

2. Delete Unnecessary Files

Remove files that are:

  • No longer relevant or current

  • Duplicates of other documents

  • Replaced by newer versions

3. Optimize Files

Before uploading, consider:

  • Compressing PDF files

  • Reducing image quality in documents

  • Splitting large documents into smaller sections

  • Converting to more efficient file formats

4. Retry Upload

After freeing up space, attempt your upload again.

💡 Tip

Best Practice: Regularly audit your knowledge base to remove outdated content and maintain available storage space.

Supported File Types

The knowledge base accepts various document formats:

Document Formats

  • PDF (.pdf) - Portable Document Format

  • Word (.doc, .docx) - Microsoft Word documents

  • Text (.txt) - Plain text files

  • Markdown (.md) - Markdown formatted documents

  • Rich Text (.rtf) - Rich Text Format

Spreadsheet Formats

  • Excel (.xls, .xlsx) - Microsoft Excel spreadsheets

  • CSV (.csv) - Comma-separated values

  • Google Sheets (exported formats)

Presentation Formats

  • PowerPoint (.ppt, .pptx) - Microsoft PowerPoint presentations

  • Google Slides (exported formats)

Other Formats

  • JSON (.json) - Structured data

  • HTML (.html) - Web pages

  • Various other text-based formats

ℹ️ Note

For best results, use PDF format for final documents and Word/text formats for documents that may need updates.

Organizing Your Knowledge Base

Folder Structure Best Practices

Create a logical hierarchy that makes knowledge easy to find and activate:

By Department

Knowledge Base/
├── Marketing/
│   ├── Brand Guidelines/
│   ├── Campaign SOPs/
│   ├── Content Templates/
│   └── Ad Copy Frameworks/
├── Sales/
│   ├── Sales Process/
│   ├── Product Information/
│   ├── Pitch Decks/
│   └── Objection Handling/
├── Operations/
│   ├── Workflows/
│   ├── Quality Standards/
│   └── Compliance/
└── HR/
    ├── Onboarding/
    ├── Policies/
    └── Training/

By Content Type

Knowledge Base/
├── SOPs/
│   ├── Marketing SOPs/
│   ├── Sales SOPs/
│   └── Operations SOPs/
├── Templates/
│   ├── Document Templates/
│   ├── Email Templates/
│   └── Report Templates/
├── Guidelines/
│   ├── Brand Guidelines/
│   ├── Style Guides/
│   └── Quality Standards/
└── Reference/
    ├── Product Docs/
    ├── Research/
    └── Case Studies/

By Project

Knowledge Base/
├── Product Launch 2024/
│   ├── Product Specs/
│   ├── Marketing Plan/
│   ├── Timeline/
│   └── Resources/
├── Website Redesign/
│   ├── Design Guidelines/
│   ├── Content Strategy/
│   └── Technical Specs/
└── Q4 Campaign/
    ├── Campaign Brief/
    ├── Creative Assets/
    └── Performance Goals/

Naming Conventions

Use clear, consistent naming for files and folders:

Descriptive Names

✅ "Facebook_Ads_SOP_2024.pdf"

✅ "Brand_Voice_Guidelines_v3.pdf"

❌ "Document1.pdf"

❌ "Untitled.pdf"

Version Control

✅ "SEO_Guide_v2.1.pdf"

✅ "Product_Specs_2024-11.pdf"

❌ "SEO_Guide_final_FINAL.pdf"

❌ "Product_Specs_updated.pdf"

Date Formats

✅ "Report_2024-11-18.pdf"

✅ "Q4_2024_Strategy.pdf"

❌ "Report_11-18-24.pdf"

❌ "Strategy_fall.pdf"

Consistent Formatting

✅ Use underscores or hyphens

✅ "Marketing_Plan" or "Marketing-Plan"

❌ Mixed: "Marketing Plan_v2"

❌ Spaces only: "Marketing Plan.pdf"

Upload Methods in Detail

Upload Files (Recommended)

1. Prepare Files

Gather all documents you want to upload and ensure they're properly named and formatted.

2. Select Folder

Choose the destination folder for organizational purposes.

3. Click Upload Area

Click the file input area or drag files directly onto it.

4. Select Multiple Files

You can select multiple files at once by:

  • Holding Ctrl (Windows) or Cmd (Mac) and clicking files

  • Holding Shift to select a range of files

5. Monitor Upload

Watch the upload progress, especially for larger files.

Text Entry

For creating knowledge directly in Utari:

1. Select Text Entry

Choose the Text Entry option instead of Upload Files.

2. Enter Title

Provide a descriptive title for your knowledge entry.

3. Paste or Type Content

Add your content directly:

  • Type original content

  • Paste from other sources

  • Format with basic markdown

4. Save Entry

Save the text entry to your knowledge base.

ℹ️ Note

Use Text Entry for:

  • Quick notes and reminders

  • Short guidelines

  • Temporary reference information

  • Content that changes frequently

Git Clone (Coming Soon)

Future functionality will allow importing knowledge directly from Git repositories:

  • Import entire documentation repositories

  • Keep knowledge synchronized with your codebase

  • Automatic updates when repository changes

  • Version-controlled knowledge management

After Uploading Knowledge

Once knowledge is uploaded, you need to activate it for specific workers:

1. Navigate to Worker

Go to the worker that should use this knowledge.

2. Open Knowledge Tab

Click on the Knowledge tab in the worker's configuration.

3. Activate Knowledge

Check the boxes next to knowledge resources this worker should access.

4. Enable Knowledge Tool

Ensure the Knowledge Base tool is enabled in the Tools tab.

ℹ️ Note

For detailed instructions on activating knowledge for workers, see our Activate and Assign Knowledge guide.

Managing Your Knowledge Base

Updating Knowledge

1. Upload New Version

Upload the updated document with a new version number in the filename.

2. Update Worker Assignments

Go to each worker using the old version and:

  • Deactivate the old version

  • Activate the new version

3. Delete Old Version (Optional)

Once all workers are updated, delete the outdated document to free up space.

Deleting Knowledge

⚠️ Warning

Before Deleting: Check which workers are using the knowledge you're about to delete. Removing knowledge that's activated for workers may cause errors.

1. Deactivate from Workers

Remove the knowledge from all workers using it.

2. Delete from Knowledge Base

In the knowledge base, select the file and click delete.

3. Verify Deletion

Confirm the knowledge is removed and space is freed.

Best Practices

Organize Proactively

Create folder structures before uploading to maintain organization from the start

Use Descriptive Names

Name files and folders clearly so you can quickly find what you need

Version Documents

Include version numbers or dates in filenames for tracking changes

Monitor Storage

Regularly check storage usage and clean up outdated files

Optimize File Sizes

Compress large files before uploading to maximize available space

Document Purpose

Keep a readme or index file explaining what each knowledge resource is for

Regular Audits

Schedule periodic reviews to remove outdated knowledge

Consistent Formatting

Standardize document formats for easier worker processing

Troubleshooting

File size limit exceeded error

Solutions:

  • Delete old or unnecessary files from knowledge base

  • Compress large PDF files before uploading

  • Split large documents into smaller sections

  • Convert images to lower resolution if embedded in documents

  • Remove duplicate files

Upload fails or times out

Try:

  • Checking your internet connection

  • Uploading smaller batches of files

  • Refreshing the page and trying again

  • Using a different browser

  • Clearing browser cache

Can't find uploaded knowledge

Verify:

  • Upload completed successfully (check for confirmation)

  • Looking in the correct folder

  • File wasn't rejected due to format issues

  • Page is fully refreshed

  • Check the main knowledge base view

File won't open or is corrupted

Check:

  • Original file opens correctly on your computer

  • File format is supported

  • File isn't password-protected

  • Try re-uploading the file

  • Convert to PDF if using unusual format

Can't create new folders

Ensure:

  • You have proper workspace permissions

  • Folder name doesn't conflict with existing folders

  • Try using alphanumeric characters only

  • Refresh the page and try again

Summary

You've successfully learned how to:

✅ Success

Access your workspace knowledge base

✅ Success

Create and organize folders for knowledge management

✅ Success

Upload files to your knowledge base

✅ Success

Understand and manage the 50MB storage limit

✅ Success

Apply naming conventions and organizational best practices

✅ Success

Prepare knowledge for worker activation

By maintaining a well-organized knowledge base with clear naming conventions and strategic folder structures, you ensure your workers have easy access to the right information when they need it.

Next Steps

Activate Knowledge for Workers

Learn how to make uploaded knowledge available to specific workers

Jeremy SOPs

Explore pre-built SOPs available in your knowledge base

Worker Configuration

Configure workers to use your uploaded knowledge

Knowledge Best Practices

Advanced strategies for knowledge management

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