Document AI

With Document AI, you can upload your files, ask questions, and receive precise answers directly from your content, without your data ever leaving Knowi. Whether you're working with text-heavy reports, presentations, or other documents, Document AI is here to streamline your workflow.

Key Features

• File Upload and Integration: Easily upload files up to 100 MB in size. You can drag and drop your files or upload them from your computer.
• Intelligent Querying: Ask natural language questions based on your uploaded documents, and Document AI will find and display the relevant information.
• Source Referencing: Get precise details on where information is located within your documents, making verification and further research easy.

Table of Contents:

• How to Use Document AI
• Google Drive Integration
• DocuSign Integration
• Sharepoint / OneDrive Integration

How to Activate

Reach out to your Knowi account manager to enable Document AI.

How to Use Document AI

Accessing the Feature

Navigate to the Document AI section within the product. You'll find it on the left side bar of Knowi. If you are not seeing the button it might not be activated for your account yet, reach out to your Knowi account manager to enable this feature.

Uploading Your Documents

Once you’re in the Document AI section, you can upload your documents through drag and drop, the file upload section, or a connected Google Drive, DocuSign, or SharePoint / OneDrive account. From a connected account you can import single files or whole folders; see Imported Folders.

• Drag and Drop: Drag your file(s) from your desktop directly into the upload area.
• File Upload: Click the "Upload" button to browse and select files from your computer.
   
• Google Drive Integration: Authorize google drive to automatically sync documents. Click here for setup instructions.
• DocuSign Integration: Authorize DocuSign to automatically sync documents. Click here for setup instructions.
• SharePoint / OneDrive Integration: Authorize your Microsoft account to automatically sync documents. Click here for setup instructions.

Supported file types include txt, md, py, pdf, csv, xls, xlsx, docx, doc.

Asking Questions

Once your document(s) are ready, you can start asking questions. Type your question into the query box and hit enter. Document AI will search through your uploaded documents and return the most relevant information, along with the source location.

Reviewing Answers

Document AI not only provides you with the answer but also shows where in the document the information was found. You can click on the Sources > link to jump directly to that section of the document.

Asking Questions of Multiple Documents

You can upload and query multiple documents simultaneously. Document AI will search across all uploaded files to provide the most relevant information. This is particularly useful when working with related documents or when comparing information across different sources.

Asking Questions from Slack or Microsoft Teams

You can also ask questions of your Document AI files without leaving Slack or Teams:

• Slack: Use the /knowi-docschat slash command followed by your question, for example /knowi-docschat what is the total contract value for each contract? See Agentic BI in Slack.
• Microsoft Teams: Mention the Knowi bot and start your question with docs or documents, for example @knowi docs what is the total contract value for each contract? See Agentic BI in Microsoft Teams.

Both require the Knowi bot to be installed in your workspace and AI Agents Access to be enabled on your account.

Managing Your Files

Navigate to the Files tab to manage your documents. On the left, you can toggle documents on or off to include or exclude them from the chat's context. On the right, you can share files with other users or delete them. To remove multiple files at once, use the blue "Delete Multiple" button at the bottom.

The Files tab shows the same documents and the same category tools as the Documents tab on the Data page, so you can manage your files without leaving the Document AI page. To build a dataset from your documents, see Knowi Documents.

Organizing Documents into Categories

Categories group your documents into a folder-like structure. They work the same way as the categories you use to organize queries, and they use the same Manage Categories panel.

Open the panel

• On the Chat tab, select the Manage categories icon (a folder with a plus sign) next to the file count above the file list.
• On the Files tab, or on the Documents tab of the Data page, open the category list above the table and select Manage Categories.

The panel slides in from the right edge of the page. Press Esc, select the close button, or click outside the panel to close it. It is available to users with permission to list categories; creating, renaming, sharing, and removing categories follow the category permissions on your role.

Create and arrange categories

1. Select Add new category and enter a name.
2. To create a subcategory, open the category's menu and select Add subcategory. Subcategories can be nested.
3. Drag a document from the list onto a category to file it there. A document can belong to more than one category. Dragging a document from one category onto another moves it.
4. Use the search box in the panel to find a document by name.

Open a category's menu to use these actions:

• Rename: change the category name.
• Add subcategory: create a category inside this one.
• Move to top level: take a subcategory out of its parent. This appears for subcategories only.
• Remove from category: shown on a document filed in a category. The document stays in Document AI and in any other categories.
• Remove: delete the category and all of the subcategories inside it, after you confirm. The documents themselves are not deleted.

Use the share icon on a category to share it with other users, the same way as query categories.

An imported folder, such as a folder imported from Google Drive, is filed into a category as a whole: drag the folder row onto the category. The documents inside follow the folder and cannot be filed on their own. See Imported Folders.

Imported Folders

When you import a folder from Google Drive, SharePoint / OneDrive, or DocuSign, Knowi keeps the folder's structure. The folder, its subfolders, and the files inside them are imported together and stay grouped under the folder in Document AI. An imported folder is not turned into a category. It is a group of its own, so you can ask about a whole folder, or part of it, without setting anything up.

Where imported folders appear

• On the Chat tab, an imported folder is an expandable group in the file list, like a category. Expand it to see its subfolders and files. The folder shows the logo of the service it came from (Google Drive, SharePoint / OneDrive, or DocuSign); its subfolders show a folder icon.
• Imported folders that are not filed in a category are listed at the top level, after your categories. Both at the top level and inside a category, folders are listed before individual files.
• In the Sources panel on the Agentic BI page, the Documents selector lists imported folders and their subfolders in the same way. See Choosing Sources on the Agentic BI Page.

Asking about a folder

• Use the toggle on an imported folder to turn every file inside it, including its subfolders, on or off at once. A folder that is filed in more than one category stays in step everywhere it appears.
• On the Agentic BI page, select a folder or a subfolder in the Documents selector to add everything in it as a single selection.
• Name the folder in your question to limit the answer to that folder's files, for example "What is the average contract value in the Contracts folder?" This works on the Document AI page and on the Agentic BI page, for both search questions and questions that aggregate across files. The folder or subfolder name must appear in the question as it is shown in the file list (singular or plural), and only files that are toggled on or selected are used. When the wording could also be ordinary language, such as "across all contracts", the AI decides whether you mean the folder. Folders with generic names such as "Files" or "Documents" are not matched.

Imported folders and categories

• Drag an imported folder from the file list onto a category in the Manage Categories panel to file the whole folder there. A folder filed in a category is shown inside that category and is not repeated at the top level.
• The files inside an imported folder follow the folder's categories. They cannot be filed in a category on their own.
• The Uncategorized Files group holds only files that are in no category and no imported folder.

Managing imported folders

• The files inside an imported folder are refreshed on the folder's schedule and cannot be deleted one at a time. To remove them, delete the folder, which removes everything inside it.
• Google Drive gives Knowi access only to the files and folders you pick. Before a Google Drive folder is imported, Knowi checks that it can read files in it. If it cannot, the folder is not imported and the import dialog explains why: pick the files inside the folder first, then import the folder again. When the check passes, the dialog tells you how many files will be imported. To add more files to an imported Google Drive folder later, pick them and import the folder again.
• If a scheduled refresh of an imported folder finds no files, the refresh fails with a message that the folder has no files to import. The folder may be empty, Knowi may no longer have access to its files, or their download may have failed.

Choosing Documents in the Chat Sidebar

On the Chat tab, the file list on the left shows your categories and your imported folders as expandable groups. Every group starts collapsed, and every document, folder, and category starts toggled on, so all of your documents are included in the chat until you change it.

• Select the arrow next to a category to expand or collapse it and see its subcategories and documents.
• Use the toggle on a category to turn all the documents inside it, including subcategories, on or off at once. When only some of the documents inside are on, the category toggle shows a partial state.
• Use the toggle on a document to include or exclude just that document. A document filed in several categories stays in step everywhere it appears.
• Use the toggle at the top of the list to turn every document on or off.
• Imported folders work the same way: expand a folder to see its subfolders and files, and use its toggle to turn everything inside it on or off. Folders that are not in a category are listed after the categories. See Imported Folders.
• Documents that are not in any category or imported folder appear in an Uncategorized Files group once you have at least one category or imported folder. Until then, the documents are shown as a plain list.
• Use Quick search to search across document, folder, and category names. The search ignores collapsed groups but keeps the path to a match visible, and clearing it returns the list to its collapsed state.

Only the documents that are toggled on are searched when you ask a question. Categories organize and select documents; the answers and their Sources still come from the individual documents.

Filtering by Category on the Files and Documents Tabs

On the Files tab and the Documents tab of the Data page, use the category list above the table to show only the documents in a category. Choosing a category also shows the documents in its subcategories. You can also filter to documents you own or documents shared with you. Each document's categories are shown on its row, and the filter works together with Quick search.

Selecting Documents in Agentic BI

The Sources panel on the Agentic BI page lets you select whole document categories and imported folders, as well as dashboard and widget categories, when you ask a question. See Choosing Sources on the Agentic BI Page.

Tips for Best Results

• Ensure Clear Text: For the best results, ensure that your documents are clear and legible. Documents with handwritten text or poor image quality may not yield accurate results.
• Ask Descriptive Questions: The more specific your question, the more accurate your answer will be. Try to include context in your questions when possible.

Troubleshooting and Support

If you encounter any issues or have questions, our support team is here to help. Visit our Help Center (support@knowi.com) or contact us directly through the in-app support chat. Be sure to always fact-check the answers by exploring the sources directly below the answer.

Datasource Integrations

The following section provides setup instructions for Google Drive and Docusign integrations.

Google Drive Integration 

To use Google Drive integration, first authorize your Google account by clicking "Connect Google Drive" and following the authorization prompts. 

Once connected, click on the Google Drive icon to browse your files and folders just like you would in Google Drive. This is also where you can disconnect the integration if needed.

Click on files or folders and then "Select". To select more than one file at once hold down command. A folder is imported with its subfolders and files and stays grouped as a folder in Document AI; see Imported Folders.

Once files have been imported you can access them and adjust their refresh frequency by clicking on the folder icon next to the google drive connection. 

You can set files to update once, daily, weekly, or monthly. By default they will be set to import once. After selecting your files and refresh schedule, click "Import Files" to bring them into Document AI. 

DocuSign Integration

To use the DocuSign integration, first authorize your DocuSign account by selecting "DocuSign" under the Upload Files section.

Select "Connect new account" and following the authorization prompts. 

Once connected, click on the DocuSign account to browse your files. This is also where you can disconnect the integration if needed.

Select files to import. You can set files to update once, daily, weekly, or monthly. By default they will be set to import once. After selecting your files and refresh schedule, click "Import Files" to bring them into Document AI. 

Once files have been imported you can access them and adjust their refresh frequency by clicking on the folder icon next to the google drive connection. 

Sharepoint / OneDrive Integration

To use the Sharepoint / OneDrive integration, first authorize your Microsoft account by selecting "Sharepoint / OneDrive " under the Upload Files section.

Select "Connect new account" and following the authorization prompts. 

Once connected, click on the MySharePoint account to browse your files. This is also where you can disconnect the integration if needed.

Select files to import. You can set files to update once, daily, weekly, or monthly. By default they will be set to import once. After selecting your files and refresh schedule, click "Import Files" to bring them into Document AI. 

Once files have been imported you can access them and adjust their refresh frequency by clicking on the folder icon next to the My Sharepoint connection. 

Conclusion

Document AI is designed to make your work with documents faster and more efficient. By following the steps above, you can easily upload, query, and navigate through your documents to find exactly what you need.