Knowledgebases

Most AI products give generic answers because they have no idea who you are, what you sell, or how your business actually works. Knowledgebases (formerly called Notebooks, and before that Business Brain) change that. They are your organization's knowledge layer - a place where you store documents, sync data sources, and write pages that let your Flows and Agents answer like an insider, not a stranger.

You can create as many Knowledgebases as your plan allows - for example one for HR policies and one for product documentation - and attach each one to the Flows and Agents that need it.

When an end user asks one of your Flows a question, the Flow can search its Knowledgebase for relevant information and weave it into its response. Instead of guessing, your Flows reference your real documents, policies, and data.

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The mental model

Think of a Knowledgebase as a smart filing cabinet that your Flows can read from on demand.

• You put things into it: documents, websites, knowledge from connected apps.
• FormWise organizes it: each source gets broken into searchable pieces and indexed.
• Your Flows read from it: when relevant to a question, they pull the right pages out and use them in the answer.

You don't have to tell the agent "look in section 3.2 of the handbook" - it figures out what to look for based on the conversation.

Note - Knowledgebases hold knowledge. Memory (described below) is what agents have learned about an individual person in past conversations. They serve different purposes; you'll probably use both.

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What Knowledgebases aren't

Knowledgebases are often confused with adjacent ideas. Quick clarifications:

• Knowledgebases aren't a chatbot. They don't talk to your users - your Flows and Agents do. Knowledgebases just make them smarter.
• Knowledgebases aren't memory. Knowledgebases hold your org's shared knowledge. Memory holds what agents have learned about an individual person.
• Knowledgebases aren't magic. If a fact isn't in your Knowledgebase, the agent won't know it. Garbage in, generic out.
• Knowledgebases aren't your CRM. They don't track records or pipelines - they store knowledge. For action-taking, see Composio or Webhook nodes.

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What lives in a Knowledgebase

Open Knowledgebase in the sidebar to see all of your Knowledgebases, plus a Memories tab. Each Knowledgebase holds:

• Sources - Upload files (PDF, CSV, TXT, Markdown, and images), add website URLs or YouTube videos, or paste in raw text. FormWise reads and indexes everything. Learn more
• Synced sources - Sync a Google Drive folder or a Notion database so content stays up to date without manual re-uploads. Learn more
• Folders and pages - Durable notes that you and your agents share. Agents can open and read these pages while they work.

Alongside your Knowledgebases:

• Memory - Notes the AI keeps about individual people - their preferences, prior asks, the details they don't want to repeat. Learn more
• Personalization - A related but separate layer: Suites have their own personalization fields that end users fill in once, which every Flow in that Suite can then reuse as context. See Suite Personalization.

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How agents use Knowledgebases

You don't write code to query a Knowledgebase. You pick a Knowledgebase for a Flow (in the Knowledge section of the Flow editor's sidebar), add extra Knowledgebases to a single AI Prompt step, or link Knowledgebases to an Agent. From then on, the AI searches them automatically as part of answering.

Curious about the search mechanics? Read How Knowledgebase Search Works for the friendly mental model - chunking, indexing, retrieval - without the jargon.

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Why it matters

Without a Knowledgebase, your Flows only know what the underlying language model was trained on - general knowledge from the public internet. With Knowledgebases, your Flows become experts on your business: better answers, fewer mistakes, less hallucination, and a far more useful experience for the people using them.

A small team with well-curated Knowledgebases often beats a large team without them. The leverage is real.

Explore Knowledgebases