Tagged Knowledge

What is Tagged Knowledge?

Tagged Knowledge is a powerful feature in Assist that allows you to organize and control what information your AI uses across different projects. Instead of uploading the same documents repeatedly for each project, you upload them once at the Workspace level, assign descriptive tags, and then activate those tags in any project that needs them.

This ensures your AI has the right context exactly where it's needed—without information overload or manual file management.


Why Use Tagged Knowledge?

Upload Once, Use Everywhere

•       Upload documents like brand guidelines, legal disclaimers, or product specs to your Workspace Knowledge library

•       Tag them with clear, descriptive labels

•       Activate those tags in any project with a single click

Key Benefits:

•       Organize at scale: Group related documents under a single tag (e.g., brand-guidelines, legal, product-specs)

•       Control what AI sees: Activate only the relevant knowledge for each project to avoid confusion

•       Save time: No more re-uploading the same files across multiple projects

•       Maintain consistency: All projects using a tag reference the exact same source material

•       Automatic updates: Update a document once, and it applies to all projects using that tag


How Tagged Knowledge Works

Tagged Knowledge operates on two levels:

1. Workspace Level (Upload & Tag)

This is where you upload and organize your foundational knowledge. Documents uploaded here are available to be used across any project in your workspace.

2. Project Level (Activate)

This is where you selectively activate the tags you need. Only the knowledge with activated tags will be available to AI agents, outputs, and chats within that specific project.


Step-by-Step Guide

Part 1: Adding Knowledge to Your Workspace

Step 1: Navigate to Workspace Knowledge

  1. Open your workspace from the left navigation panel
  2. Click on "Workspace Knowledge" in the left sidebar
  3. If this is your first time, you'll see a message: "Click 'Add Knowledge' to get started"

Step 2: Upload Your Document

  1. Click the "+ Add Knowledge" button (top-right corner)
  2. Select "Upload File" from the dropdown menu
    1. Other options include: "From Text", "Scan Url", "Upload Image"
  3. Click "Upload File" in the modal that appears
  4. Choose your upload source:
    1. My Device (local files)
    2. Box, Dropbox, OneDrive, Google Drive (cloud storage)
  5. Select your document and click "Open"
  6. Wait for the upload to complete (you'll see: "Uploading → Processing → Upload complete")
  7. Click "Done"

Supported file formats: .md, .pdf, .txt, .docx

Step 3: Add Metadata

  1. Title: Enter a memorable name for this knowledge (e.g., "Brand Guidelines")
  2. Tags: Click the Tags field and either:
    1. Type a new tag name (e.g., brand-guidelines)
    2. Select an existing tag from the suggestions
    3. You can add multiple tags separated by commas
  3. Agent Instructions (Optional): Add guidance for how AI should use this knowledge
    1. Example: "Use this to ensure all outputs match our brand tone and messaging guidelines"
  4. Include Automatically (Optional): Toggle this ON if you want this knowledge available to all agents in all workspaces and projects by default

Step 4: Save

  1. Click "Save Knowledge"
  2. You'll see a green success notification: "Knowledge saved successfully"
  3. Your document will appear in the Workspace Knowledge list with status "Training in Progress"

Part 2: Activating Knowledge in a Project

Step 1: Open Your Project

  1. Navigate to the project where you want to use the tagged knowledge
  2. Ensure you're in the correct workspace

Step 2: Access Project Knowledge Settings

  1. Click the "Project Knowledge" button (usually in the top-right menu or header)
  2. A modal will open showing:
    1. Organisation & Workspace Knowledge section
    2. Knowledge Tags section

Step 3: Select Your Tags

  1. Click the "Knowledge Tags" input field
  2. A dropdown will appear showing all available tags from your Workspace Knowledge
  3. Select the tag(s) you want to activate (e.g., brand-guidelines)
    1. You can select multiple tags
    2. Only select the tags relevant to this specific project
  4. Click "Save"

Step 4: Confirmation

  1. You'll see a green success notification: "Project knowledge saved successfully"
  2. The knowledge is now active in this project

What happens next:

•       All documents with the activated tags are now automatically available to AI

•       Every output, agent, and chat in this project will reference this knowledge

•       No need to manually attach documents or re-upload files


Managing Your Tagged Knowledge

Updating Knowledge

To update a document:

  1. Go to Workspace Knowledge
  2. Find the document you want to update
  3. Click "Edit" or upload a new version
  4. Click "Save"

Important: The updated knowledge automatically applies to all projects using that tag. You don't need to update each project individually.

Removing a Tag from a Project

To remove access from a single project:

  1. Go to the project
  2. Click "Project Knowledge"
  3. Find the tag in the Knowledge Tags section
  4. Remove or deselect the tag
  5. Click "Save"

Archiving Outdated Knowledge

To archive knowledge from the entire workspace:

  1. Go to Workspace Knowledge
  2. Find the document
  3. Click "Archive"

Note: Archiving doesn't delete the document; it just hides it from active use.


Best Practices

Tag Naming Conventions

✓ Good Examples:

•       brand-guidelines

•       legal-uk

•       product-specs-2024

•       client-acme-campaign

•       tone-of-voice

✗ Bad Examples:

•       doc1

•       misc

•       stuff

•       file

Tips:

•       Use clear, descriptive names that explain the content

•       Use hyphens to separate words (not spaces or underscores)

•       Tag by purpose, not by file name

•       Consider including client names, regions, or dates when relevant

•       Keep a consistent naming system across your team

Organizing Your Knowledge

•       Group related documents: Use the same tag for documents that serve a similar purpose

•       Don't over-tag: Only add tags that make sense for how you'll use the knowledge

•       Review quarterly: Remove outdated tags and archive old documents to keep your library fresh

•       Document your system: Keep a shared list of active tags and their purposes for your team

Activating Tags in Projects

•       Only activate what you need: Too many active tags can confuse the AI or slow down processing

•       Be specific: If you have both brand-guidelines-global and brand-guidelines-uk, only activate the one relevant to your project

•       Test your setup: Create a test output to verify the AI is using the correct knowledge

Using Agent Instructions

Agent Instructions help guide how AI interprets and applies your knowledge. Use them to:

•       Specify tone or style requirements

•       Highlight critical information that must be followed

•       Provide context about when to use (or not use) the knowledge

•       Set boundaries or limitations

Example:

"This document contains our legal disclaimers for UK markets. Always include the appropriate disclaimer at the end of marketing materials. Do not modify the wording."


Troubleshooting

Problem: AI isn't using my tagged knowledge

Solutions:

  1. Check that the tag is activated in Project Knowledge for your project
  2. Verify the document is uploaded and tagged correctly in Workspace Knowledge
  3. Ensure the document status shows "Ready" (not "Training in Progress")
  4. Check that you're in the correct workspace

Problem: Too many documents are being referenced

Solutions:

  1. Review active tags in Project Knowledge and remove unnecessary ones
  2. Archive outdated knowledge in Workspace Knowledge
  3. Use more specific tags to narrow down context
  4. Split broad tags into more granular ones (e.g., split marketing into marketing-email and marketing-social)

Problem: I can't find my tag

Solutions:

  1. Verify you're in the correct workspace
  2. Check the tag name is spelled correctly (tags are case-sensitive)
  3. Confirm the document hasn't been archived
  4. Ensure the knowledge has finished processing ("Training in Progress" → "Ready")

Problem: Updates aren't applying to my project

Solutions:

  1. Verify the tag is still activated in your project's Project Knowledge settings
  2. Check that the document was saved successfully in Workspace Knowledge
  3. Try removing and re-adding the tag in your project
  4. Clear your browser cache and refresh the page

Permissions & Security

Who Can Manage Knowledge?

•       Workspace Knowledge: Can only be managed by Workspace Owners or Admins

•       Project Knowledge: Can be managed by Creators within their assigned projects

Security & Privacy

•       All tagged knowledge is stored securely within Assist's ISO 27001-certified environment

•       Knowledge is never shared externally or used to train public AI models

•       Only users with access to your workspace can see your knowledge

•       Project-level knowledge activation ensures sensitive information is only available where needed

Need Help with Access?

If you're having trouble with permissions or access, contact your Workspace Admin.


Example Workflow

Scenario: You're running a campaign for a client and need brand guidelines, legal disclaimers, and product specs.

At Workspace Level:

  1. Upload Brand_Guidelines.pdf → Tag: brand-guidelines
  2. Upload Legal_Disclaimers.docx → Tag: legal-uk
  3. Upload Product_Specs.pdf → Tag: product-specs-2024

At Project Level:

  1. Create a new project: "Client Campaign Q1 2024"
  2. Go to Project Knowledge → Knowledge Tags
  3. Select tags: brand-guidelines, legal-uk, product-specs-2024
  4. Click "Save"

Result:

All outputs in this project will now automatically reference the brand guidelines, legal disclaimers, and product specs. No need to re-upload or manually attach documents.


Quick Reference

Action Location Steps
Upload knowledge Workspace Knowledge Add Knowledge → Upload File → Add tags → Save
Activate tags Project Knowledge Project Knowledge → Knowledge Tags → Select tags → Save
Update knowledge Workspace Knowledge Find document → Edit → Save
Remove tag from project Project Knowledge Project Knowledge → Remove tag → Save

Summary

Tagged Knowledge transforms how you manage AI context in Assist:

•       Upload once at the workspace level

•       Tag clearly with descriptive labels

•       Activate selectively in each project

•       Update automatically across all projects

This creates smarter AI, faster workflows, and better outputs—without the hassle of managing files across multiple projects.

Ready to get started? Head to your Workspace Knowledge and upload your first document!

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