Knowledge Sources

Knowledge sources are the foundation of your Knowledgebases. They are the documents, files, and websites that your Flows and Agents draw from when answering questions. The more relevant content you add, the smarter and more accurate your Flows become.

How it works

When you add a knowledge source, FormWise automatically:

1. Extracts the text from your document or website.
2. Splits it into smaller chunks so the AI can work with it efficiently.
3. Creates searchable embeddings - think of these as a smart index that lets the AI quickly find the most relevant pieces of your content.

Later, when a user interacts with one of your Flows, the Flow searches this index for information related to the user's question and includes it in the AI's response. This technique is called Retrieval Augmented Generation (RAG) - but you do not need to worry about the technical details. The important thing is that your Flows can now reference your actual business content instead of making things up.

Adding a knowledge source

1. Click Knowledgebase in the left sidebar, then open the Knowledgebase you want to add to (or click New Knowledgebase to create one).
2. In the Sources section, click Add.
3. Choose the kind of source from the list on the left:
   • Upload files - Drag and drop files, or click Browse local files. Supported file types are PDF, CSV, TXT, Markdown, and images, up to 25 MB per file.
   • Existing files - Reuse files you have already uploaded to another Knowledgebase in your workspace.
   • Websites - Paste the URL of a public webpage, and FormWise fetches and indexes its content.
   • YouTube - Paste a YouTube video link, and FormWise indexes the video's transcript. Available on the Pro and Agency plans.
   • Text - Paste raw text, with an optional title, to create a document.
   • Google Drive or Notion - Sync content that stays up to date. See Synced Sources.
4. Click Save. The source begins processing automatically.

You can also drop files straight onto the Sources area of a Knowledgebase to upload them.

Websites are useful for including content like your public FAQ page, product documentation, or help center articles.

The number of Knowledgebases you can create, and the number of sources each one can hold, depend on your plan.

Processing status

After you add a source, it goes through a short pipeline before it is ready:

• Pending - The source has been received and is waiting to be processed.
• Processing - The system is extracting text, splitting it into chunks, and building the index.
• Ready - The source is fully indexed and available for your Flows to use.
• Failed - Something went wrong during processing. Remove the source and add it again.

You can see the current status of each source on its card in the Sources section. Sources added over the API or an MCP connection can also show Awaiting review until a team member approves them.

Managing your sources

To take a source out of a Knowledgebase, open the three-dot menu on its card and select Remove from Knowledgebase. The file stays in your workspace's library, so you can add it back later from Existing files.

Best practices

• Start with your most important documents - product documentation, FAQs, company policies, brand guidelines, and pricing information are all great first uploads.
• Keep content up to date - If your documents change, remove the old version and upload the new one so your Flows always have the latest information.
• Be specific - Smaller, focused documents tend to produce better results than one massive file covering everything.
• Review what your Flows are referencing - If a Flow is giving unexpected answers, check whether the relevant content is actually in its Knowledgebase.

Next steps

If you have files stored in Google Drive or Notion, you can skip manual uploads and sync those services directly. Head over to Synced Sources to learn how.