Documentation

Adding sources

Upload documents to Knowledge, understand the format and size limits, and assign sources to apps and coworkers.

Knowledge sources belong to the workspace. Upload a document once, then assign it to the apps and coworkers that should use it.

What you can upload

Knowledge accepts six file types: PDF, XLSX, XLS, DOCX, TXT, and CSV. Each file must be 10 MB or smaller.

Spreadsheets and CSVs work well for catalogs, price lists, and lookup material when they have clear column headings.

PDFs are limited to 500 pages and must contain extractable text.

Upload a source

Adding Knowledge requires a paid plan and is available to workspace owners and admins. Members can view the list but do not see Add new.

  1. Open Knowledge and choose Add new

    The Add knowledge drawer opens.

  2. Choose the file

    Drop a file or choose click to browse. Appaca fills the name from the filename, and you can edit it.

  3. Name it so future you can tell sources apart

    Use a clear name with the owner or version, such as Refund policy 2026 (Support).

  4. Add tags if they help

    Tags are optional labels for organizing the library. Add them now, because tags cannot be edited after upload.

  5. Save and let it process

    Choose Save. The source appears as Processing, then becomes Ready when it can be used.

Assign a source to an app or coworker

Uploading a source does not make it available to anything. Assignment is a separate step, and each consumer keeps its own list.

  • For an app, open Settings → Knowledge, choose the sources, and save.
  • For a coworker, open the coworker’s Settings, then the Knowledge tab. Toggle the sources and save the coworker.
  • In a chat, attach a Knowledge source when it is needed only for that conversation.

Only sources marked Ready appear in these lists. A source still processing, or one that failed, is invisible here even though it is visible on the Knowledge page.

Preparing documents that retrieve well

A few practices improve results:

  • Split by topic. Focused documents are easier to use than one file covering unrelated subjects.
  • Keep one current version. Delete superseded documents to avoid conflicting answers.
  • Give spreadsheets clear headers. Use labels such as status and owner, not Column C and Column D.
  • Remove what should not be there. Anything in an uploaded file is available to every app and coworker you assign it to, so strip out unrelated customer records or credentials before uploading.

Downloading and deleting

Select a Ready source to open or download its file. Owners and admins can use the delete action on a source. Deletion is permanent and removes it from the apps, coworkers, and chats that used it.

Processing status and tags Read the status of a source and handle failures. Knowledge overview Understand when to use Knowledge instead of Data or Storage. Coworker instructions Tell a coworker how to prioritize between sources.