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Adding Knowledge Sources

Turn your existing content into powerful agent knowledge. Upload documents, websites, videos, and more to make your agent smarter.

How to Add Knowledge​

Step 1: Access Knowledge Section​

  1. Go to Knowledge in your Optimly dashboard
  2. Click the + Add button
  3. Choose what type of content you want to add

Step 2: Upload Your Content​

  • Select your files or paste links
  • Add multiple items at once to save time
  • Wait for processing (usually 1-2 minutes)

Step 3: Review and Organize​

  • Check that content uploaded correctly
  • Add tags or descriptions to organize
  • Test your agent to see how it uses the new knowledge

What You Can Upload​

📄 PDF Documents​

Perfect for manuals, brochures, policies, and guides.

✅ What Works:

  • Business documents and policies
  • Product manuals and guides
  • Training materials and handbooks
  • Marketing brochures and fact sheets

📝 Requirements:

  • Up to 5 PDFs at once (max 1000 MB total)
  • Text must be selectable (not scanned images)
  • Standard business document formats work best

💡 Pro Tip: If you have scanned PDFs, use online OCR tools first to make text selectable.

🎥 YouTube Videos​

Great for training content, product demos, and educational material.

✅ What Works:

  • Product demonstrations and tutorials
  • Training videos and webinars
  • Customer testimonials and case studies
  • Educational content about your industry

📝 How to Add:

  • Paste any YouTube link directly
  • Or search for videos right in the upload modal
  • Optimly automatically transcribes the audio

💡 Pro Tip: Clear audio with minimal background noise works best.

📁 Google Drive​

Upload entire folders or individual files from your Google Drive.

✅ What Works:

  • Company shared drives with documentation
  • Marketing folders with brochures and materials
  • Training folders with educational content
  • Any Google Docs, PDFs, or text files

📝 How to Connect:

  • Authorize your Google account
  • Select specific files or entire folders
  • Optimly imports everything automatically

💡 Pro Tip: Organize your Drive folders before importing for easier management.

🌐 Websites​

Turn your website content into agent knowledge.

✅ What Works:

  • Your company website pages
  • Product or service description pages
  • FAQ and help sections
  • Blog posts and articles

📝 Two Options:

  • Single Page: Add one specific URL
  • Site Crawler: Enter your domain to import multiple pages

💡 Pro Tip: Start with your most important pages (homepage, services, FAQ) before adding everything.

✏️ Custom Text​

Add knowledge that doesn't exist anywhere else.

✅ What Works:

  • Frequently asked questions
  • Internal policies and procedures
  • Scripts and talking points
  • Quick facts and key information

📝 How to Add:

  • Paste text directly into the editor
  • Format with headings and bullet points
  • Perfect for content that's not in documents yet

💡 Pro Tip: Write in Q&A format - "What is X?" followed by "X is..."

🎬 MP4 Videos​

Upload your own video content for transcription.

✅ What Works:

  • Internal training videos
  • Product demonstration recordings
  • Customer testimonials
  • Educational content you've created

📝 Requirements:

  • MP4 format only
  • Maximum 120 minutes long
  • Maximum 1000 MB file size
  • Clear audio works best

💡 Pro Tip: Record in quiet environments for better transcription accuracy.

Organizing Your Knowledge​

🏷️ Use Clear Names​

  • Name files descriptively: "Product Pricing 2024" not "Document1.pdf"
  • Include version numbers when relevant
  • Use consistent naming conventions

📂 Group Related Content​

  • Upload related documents together
  • Use tags to categorize by topic
  • Think about how customers group their questions

🔄 Keep It Updated​

  • Replace outdated content regularly
  • Remove conflicting information
  • Add new content as your business grows

Best Practices​

✅ Do This:​

  • Start with your most important content first
  • Test your agent after adding new knowledge
  • Update content when your business changes
  • Focus on quality over quantity

❌ Avoid This:​

  • Uploading everything at once without testing
  • Adding conflicting or outdated information
  • Forgetting to organize content with clear names
  • Including sensitive or confidential information

Troubleshooting​

Upload Failed?

  • Check file size limits
  • Ensure PDFs have selectable text
  • Try uploading fewer files at once

Agent Not Using New Knowledge?

  • Wait a few minutes for processing
  • Test with specific questions about the new content
  • Check that content was uploaded successfully

Poor Quality Responses?

  • Review uploaded content for clarity
  • Remove contradictory information
  • Add more specific details about common questions

Ready to Start?​

✅ Upload Your First Document: Start with your most important content
📚 Organize Your Knowledge: Learn organization best practices
🧪 Test Your Agent: Ask questions about your new content
❓ Questions?: Contact us at contact@optimly.io