Add Your Product Knowledge Base File to the Vault

Modified on Wed, 15 Jul at 6:59 PM

After creating your Product Knowledge Base file, the next step is to upload it to the Vault. Once uploaded, the file is automatically connected to the selected AI agent, allowing it to use your business information when responding to customer queries.

Think of it like handing a new employee their training manual. Writing the manual was the hard part — now you just need to put it on their desk. Uploading to the Vault is exactly that: you hand the file over, FlexiAgent gives the agent a moment to "read and memorize" it (the enrichment process), and from then on the agent answers customers using what it learned.

? PrerequisiteBefore following this guide, make sure you've already created your Product Knowledge Base file in Markdown (.md) format. Haven't created it yet? Use the ready-made Vault Knowledge Builder prompts — attach the prompt file in Claude, ChatGPT, or Gemini, paste the kickoff message, answer the AI's questions, and it generates your .md file(s) for you. See "Create Vault Files Using Our Given Prompts" in Related Articles for the full walkthrough.

Follow These Steps

Step 1: Open the Vault

The Vault page in FlexiAgent, opened from the left navigation menu

Step 2: Click the Add (+) Button

On the Vault page, click the + (Add) button located in the top-right corner. This opens the upload window for adding a new knowledge base file.

The Vault toolbar with the + Add button in the top-right corner

Step 3: Select the AI Agent

In the upload window, choose the AI agent that should use this knowledge base. For example:

Sales Agent (e.g., Olive-Sales)
Support Agent (e.g., Sid-Support)

The Upload to Vault window with the Agent destination selected and the list of available agents

⚠️ Important: One dedicated file per agentEach AI agent should have its own dedicated knowledge base file. Even if two agents work with the same products or services, create their knowledge base files separately — a Sales Agent's file should focus on plans, pricing, and benefits, while a Support Agent's file should focus on troubleshooting, policies, and how-to answers. Matching each file to the agent's responsibilities and conversation style gives you noticeably better answers.

Step 4: Choose Your Knowledge Base File

Click Select File (or drop your file into the upload area) and browse to your Product Knowledge Base file. Select your Markdown (.md) file and confirm your selection. The selected file will appear in the upload window.

⚠️ Markdown (.md) files onlyThe Vault accepts only Markdown (.md) files. PDF, Word (.docx), Text (.txt), and Excel (.xlsx) files are not supported. If your knowledge base is in another format, convert the content into a .md file first.

Step 5: Upload the File

Click Upload. FlexiAgent will begin uploading the file to the Vault.

After the upload is complete, the system automatically starts the enrichment process, which prepares the file for use by your AI agent.

✅ What is "enrichment" and why does it matter?Enrichment is your agent's "reading time." Instead of just storing your file like a folder on your computer, FlexiAgent processes and organizes the content so the agent can instantly find the right answer mid-conversation — like an employee who doesn't just receive the manual but studies it and adds sticky-note tabs to every important page. This may take a few moments depending on the size of your knowledge base, and it's the reason your agent's answers are fast and accurate later.

Step 6: Verify the Upload

Once the enrichment process is complete:

Refresh the Vault page.
Open your Tenant folder.
Navigate to Agents.
Select the AI agent you uploaded the file for.

You should now see your uploaded Product Knowledge Base file listed under that agent. You can also open the file to verify that it has been uploaded successfully.

The Vault folder panel showing the tenants folder to open when verifying the upload

? Screenshot needed: The expanded Tenant folder showing the Agents folder opened, with the uploaded knowledge base file (.md) visible under the selected agent's name.

What Happens After the Upload?

Once the file is uploaded:

It is automatically linked to the selected AI agent — no extra connection step needed.
The agent begins using the information stored in the file.
Every future conversation with that agent will reference the uploaded knowledge base when answering customer questions.

For example, if a customer asks about your pricing, services, or business policies, the AI agent will retrieve the relevant information directly from this knowledge base — instantly, in any conversation, at any time of day.

Important Notes

Upload only Markdown (.md) files.
Each AI agent should have its own dedicated Product Knowledge Base file.
The knowledge base is automatically connected to the selected agent after a successful upload.
If you update your business information in the future, you'll need to update the corresponding knowledge base file in the Vault — the agent always answers from what's currently uploaded.

Common Situations & Quick Fixes

❓ "My file won't upload."Check the file extension — the Vault accepts .md files only. If your file is a PDF, .docx, .txt, or .xlsx, copy the content into a plain text editor and save it with the .md extension, then try again.

❓ "I uploaded the file but I can't see it in the Vault."The enrichment process may still be running — it takes a few moments, longer for bigger files. Wait briefly, then refresh the Vault page and check under Tenant → Agents → [your agent].

❓ "The upload finished, but my agent still gives generic answers."First, verify the file appears under the correct agent in the Vault (Step 6). Then start a New Chat with that agent and test again — and confirm you're chatting with the same agent you uploaded the file for.

❓ "I accidentally uploaded the file to the wrong agent."Delete the misplaced file first: open it in the Vault, click the Edit (pencil) icon at the top, click Delete, and confirm. Then upload the file again — this time selecting the correct agent in Step 3 — and verify it appears under that agent.

❓ "My prices changed — do I need to do anything?"Yes — update your .md file on your computer, then delete the old file from the Vault and upload the new version (FlexiAgent doesn't support editing an uploaded file directly). The agent answers from what's currently uploaded, so an outdated file means outdated answers. See the related article on replacing your knowledge base file for the full walkthrough.