Knowledgebase Best Practices?

General
1

I wanted to share a realization I had while managing my files, and check with the community if this is indeed the “official” best practice.

The Scenario: I have a single document (e.g., a "Coaching Tone and Relatability Guide” txt file) that I want 5 different Pickaxes in my Studio to use.

The “Mistake”: Initially, I went into the builder for Bot A and uploaded the file. Then I went to Bot B and uploaded the same file. I realized this creates separate instances of the file. If I need to update that promo list next month, I’d have to manually update it inside every single bot. :sweat_smile:

The Better Workflow (I think?): It seems the smarter way to handle “Global Docs” is:

  1. Go to the Studio Main Menu → Knowledge Tab.

  2. Upload the file once to the central repository.

  3. Click the “Edit” (3 dots) icon on that file and use the checkboxes to assign it to all 5 bots at once.

My Question for the Team/Experts: Is this the recommended workflow for scalability?

And for updates I can simply “Replace File.”
Is the best SOP to:

  1. Upload the new version to the Studio first.

  2. Assign it to the bots.

  3. Then delete the old version (to avoid downtime)?

Hope this helps other new users avoid the “upload loop”!

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2

Hi @dougfresh, thanks for the post! This is indeed a much simpler way to get files into multiple Pickaxes - and is one of the primary reasons we have a dedicated Knowledge Base tab! If it’s easier, you can always upload a file in the Builder and then go to your Knowledge Base tab to assign it to other Pickaxes - it will appear there if uploaded in the builder. Your workflow is spot on - glad to have you building with us!