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Knowledge Bases

Knowledge bases are retrieval-augmented generation repositories that store documents and information agents and workflows can use as context. They help AI responses stay aligned with the organization's files, requirements, backlogs, images, and reference materials by processing content into searchable chunks and retrieving relevant material through semantic search.

When to use​

  • Use knowledge bases when agents or workflows need to consult specific documents.
  • Use them to centralize project files, requirements, documentation, or images.
  • Use them to import project context from configured integrations when available.
  • Use them to keep Jira, BusinessMap, Azure DevOps, or Modernization context available to agents when synchronization is enabled.

Before you start​

  • Confirm the active organization.
  • Create or select a project when the knowledge base should belong to a specific context.
  • Prepare the files that should become available for AI consultation.
  • Confirm that any import integration is configured before using import actions.

Step by step: browse knowledge bases​

  1. Click Knowledge Bases in the main navigation.
  2. Use search to find a knowledge base.
  3. Sort by name or date when needed.
  4. Open a knowledge base to review documents, configuration, and internal search.

Step by step: create a knowledge base​

  1. Click Create Knowledge Base.
  2. Enter the name and description.
  3. Associate the knowledge base with a project when needed.
  4. Choose the model used to prepare documents for semantic search.
  5. Adjust chunk size and overlap when available.
  6. Choose whether the knowledge base should be active.
  7. Click Create Knowledge Base.

Understand the main fields​

FieldWhat it means
NameDisplay name shown in Lens.
ProjectRelated project, when the knowledge base belongs to a specific context.
Search modelOption used to prepare documents for semantic similarity search.
Chunk sizeSize of the sections into which documents are split.
OverlapRepeated content between chunks to preserve context.
StatusIndicates whether the knowledge base is active or inactive.

Step by step: add documents​

  1. Open a knowledge base.
  2. In Documents, click Upload files or the available upload action.
  3. Select one or more files.
  4. Wait for processing to finish.
  5. Review the status of each document.

Lens can support different file types, including PDF, DOCX, TXT, JSON, HTML, Markdown, and images. Processing can include multimodal extraction, automatic chunking, and semantic indexing. Image processing depends on the capabilities enabled for the environment.

Step by step: import project context​

  1. Open a knowledge base.
  2. Click the available import action.
  3. Search for and select the project or source you want to import.
  4. Confirm the import.
  5. Wait for synchronization to finish.
  6. Review the generated documents in the list.

Depending on the configured adapters, imports can synchronize boards, epics, stories, work items, cards, backlogs, or modernization status into the knowledge base.

Step by step: search inside a knowledge base​

  1. Open a knowledge base.
  2. Type a query in the internal search field.
  3. Click Search.
  4. Review the results, including source and content.

Step by step: delete a document or knowledge base​

  1. To remove a document, click the delete action in the document list.
  2. Read the confirmation message.
  3. Confirm only if the document is no longer needed.
  4. To remove the entire knowledge base, use the delete action in the knowledge base list.
caution

Deleting a knowledge base can also remove the documents associated with it.

Expected result​

You should have a knowledge base that contains the right documents, is linked to the correct project when needed, and is available for agents or workflows that require context.

Tips and common issues​

  • If upload does not finish, wait for processing and avoid closing the page while files are being handled.
  • If a document shows an error, review the file and upload it again.
  • If import fails, confirm that the integration is configured for the organization.