Skip to main content

Knowledge Sources

The Sources page is the knowledge library where you create, edit and manage all knowledge available to your AI agents.

Prerequisites​

  • Active Flametree account with agent management permissions
  • For file sources: documents in .pdf, .docx, .txt, .md, .xlsx, .csv, .html. Maximum size: 100 MB per file
  • For web sources: publicly accessible URLs
  • For YouTube sources: public video or channel URLs

Knowledge Sources Basics​

Sources are reusable units of knowledge. The knowledge sources library is created at a tenant level.

The knowledge sources library helps you with the following:

  • Inventory — You see every knowledge source and which agent it is connected to
  • Centralized update — You can edit a source once and the change applies to all connected agents
  • Reuse — You can connect a source to any number of agents in a couple of clicks
  • Cleanup — You can spot and delete unused knowledge sources
  • Managing unanswered questions — You can view and manage all the questions your AI agents failed to answer
  • Delete — You can remove the source from every agent it was linked to
note

After you add or edit a knowledge source, you don't have to restart your agent. All changes will apply after the knowledge source is added and indexed

You can manage all knowledge sources from the Knowledge Sources page or from the agent page.

Knowledge Sources Configuration​

Each source type has its own tab. The number next to each tab shows how many sources of that type the tenant has. For FAQs, it shows the number of FAQs.

To access the page, in the right sidebar, go to AI Agents > Knowledge Sources.

  • FAQs — Question-and-answer pairs your agent uses as ready-made examples. Works in the vector mode and prompt mode. Best for predictable, repeated questions and for content that should stay short and stable.
  • Plain Text — Free-form reference text. The agent stores it as searchable chunks and pulls only the relevant pieces when answering a question. Best for larger or open-ended content where customers may ask the same thing in many different ways. Limit: 50,000 characters per source.
  • Websites — Links to public websites, blogs, and other web sources.
  • Files — Documents you upload — PDF, DOCX, XLSX, CSV, TXT, MD, HTML. The agent uses the text extracted from the file. Best for existing documents that you don't want to retype. Limit: 100 MB per file
  • YouTube — Links to public YouTube videos that the Flametree platform transcribes to extract the knowledge for the AI agent.
Sources vs Agent page

The tabs mirror the Knowledge Source sub-tabs on the agent page in simplified mode — with one exception. The Core tab lives only on the agent page

FAQs​

FAQs are collections of question and answer (Q&A) pairs your AI agent uses for reference during sessions with customers. All Q&A pairs are grouped into FAQs — containers of related question/answer pairs. You can group the Q&A pairs as you like, for example, by topic or by agent. Each FAQ can be connected to multiple agents.

Manage FAQs

Add Q&A​

  1. Click Add Q&A
  2. In the window that opens, add Question and Answer
  3. Click the FAQ dropdown to choose which FAQ to add this question to. You can also create a new FAQ in the same window
  4. Click Save to save the Q&A

Add FAQ​

  1. Click Add FAQ
  2. In the window that opens, choose how to create the FAQ:
    • Create Manually — Create an empty FAQ. Then follow the Add Q&A flow to fill it with questions.
    • Auto-generate from File — Upload a file and Flametree will generate an FAQ with Q&A from it. For better results, structure the file as question and answer pairs
  3. Click Create to create the FAQ

View Q&As​

After you added FAQs and Q&A pairs, at the top of the FAQ tab, you can choose how to view them: All Q&As or by FAQ.

Each Q&A pair has:

  • FAQ Name — the name of the FAQ this pair is part of. Each Q&A pair can only be part of one FAQ
  • Usage Count — the number of times this question was asked and answered in total
  • Last Editing — the date when this Q&A pair was last edited

You can also edit or delete each Q&A pair.

tip

Each Q&A pair in the list has a small icon next to it showing how this pair was added: manually, from file, or from unanswered questions

Manage Unanswered Questions​

Open the Unanswered tab to view the full list of unanswered questions. Use the action icons at the end of each row:

  • Edit — Add an answer to the question and, if useful, add it to an FAQ. In the Unanswered window, you can also view the related session or delete the question
  • View session — Open the session where the agent could not answer the question
  • Delete — Permanently delete the question

Plain Text​

Plain Text sources are short reference content your AI agent can use directly during sessions — policies, basic facts, snippets, short instructions. Each source is a single named block of text. Each source can be connected to multiple agents.

Manage Plain Text

Add plain text​

  1. Click Add plain text
  2. In the window that opens, fill in the fields
  3. Click Add to save the source

You don't have to connect the text to the agent when you add the text — you can do this later.

View plain text​

You can see all added text sources under the Plain Text tab. Each source has:

  • Status — the current state of the source: Pending, Indexing, Ready, Error, Modified
  • Usage Count — the number of times this text was used in agent answers
  • Connected Agents — the agents this text is linked to. If the text is not connected to any agent, this column shows Not connected
  • Last Editing — the date when this source was last updated

You can view, edit, re-index or delete each plain text source.

When you connect your plain text source to a new agent or modify the text, its status becomes Modified. Click Index to re-index the source.

Websites​

Website sources point to public web pages your AI agent uses as reference during sessions — landing pages, help centers, blog posts. Each source is a single web page. Each website can be connected to multiple agents.

Manage Websites

Add website​

  1. Click Add website
  2. In the window that opens, fill in the fields
  3. Click Add to save the source

You don't have to connect the website to the agent when you add it — you can do this later.

View websites​

You can see all added websites under the Websites tab. Each source has:

  • Status — the current state of the source: Pending, Indexing, Ready, Error, Modified
  • Usage Count — the number of times this website was used in agent answers
  • Connected Agents — the agents this website is linked to. If the website is not connected to any agent, this column shows Not connected
  • Last Updated — the date when this source was last re-indexed

You can view, edit, re-index or delete each website source. The Index action re-fetches the page content — useful after the page has changed.

Files​

File sources are documents you upload for your AI agent to use as reference during sessions — PDFs, Word documents, spreadsheets, text notes. Each source is a single uploaded file. Each file can be connected to multiple agents.

note

Do not add FAQs (Q&As) as files, add them in the respective FAQs tab

Manage Files

Add file​

  1. Click Add file
  2. In the window that opens, drag and drop the file or click to select it from disk
  3. Click Add to save the source

Supported file types: .pdf, .docx, .txt, .md, .xlsx, .csv, .html. Maximum size: 100 MB per file.

You don't have to connect the file to the agent when you add it — you can do this later.

View files​

You can see all uploaded files under the Files tab. Each source has:

  • File type — the format of the file, for example, PDF or DOCX
  • Status — the current state of the source: Pending, Indexing, Ready, Error, Modified
  • Usage Count — the number of times this file was used in agent answers
  • Connected Agents — the agents this file is linked to. If the file is not connected to any agent, this column shows Not connected
  • Uploaded — the date when this file was added

You can view, edit, download, re-index or delete each file. The Download action saves the original file to your computer. The Index action re-processes the file — useful if the previous indexing ended with the Error status.

YouTube​

YouTube sources let your AI agent use the transcribed content of public YouTube videos or channels as reference during sessions — interviews, lectures, product demos, training material. Each source is a single video and can be connected to multiple agents.

Manage YouTube videos

Add YouTube video​

  1. Click Add video
  2. In the window that opens, paste the link to the YouTube video or channel. The video must be no longer than 3 hours.
  3. Click Add to save the source

You don't have to connect the video to the agent when you add it — you can do this later.

View YouTube videos​

You can see all added videos under the YouTube tab. Each source has:

  • Video Type — whether the source is a single video or an entire channel
  • Status — the current state of the source: Pending, Indexing, Ready, Error, Modified
  • Usage Count — the number of times this video was used in agent answers
  • Connected Agents — the agents this video is linked to. If the video is not connected to any agent, this column shows Not connected
  • Added — the date when this source was added

You can view, edit, re-index or delete each video source. The View action opens a preview with the embedded video, the description, and an expandable Transcript section. The Index action re-fetches the transcript — useful if the video has been updated, or if the previous indexing ended with the Error status.

Manage Sources from the Agent Page​

You can also manage knowledge sources from the Knowledge Sources sub-tabs on the agent page in simplified mode.

For all source types, the general flow is the same:

  1. Open the source tab on the agent page
  2. Open the Manage source window
  3. View all available sources, then connect or disconnect the ones you need

You can also create a new source directly on the agent page. Sources created on the agent page also appear on the Knowledge Sources page. Each source tab on the agent page shows only the sources connected to that agent, and Usage Count shows how many times that source was used by this specific agent.

FAQs special features​

On the agent page, you can change how the agent uses each connected FAQ.

  1. Click Manage FAQs
  2. For each connected FAQ, turn disable or enable Vector Search:
    • Enabled — When the customer asks a question, the agent retrieves only the most relevant Q&A pairs from the FAQ and uses them as reference. Best for bigger FAQs that would otherwise be too large to fit into the agent's prompt.
    • Disabled — The full FAQ is added to the agent's prompt, so the agent sees every Q&A pair on every reply. Best for smaller FAQbwhere you want the agent to always have the complete list in front of it.

Most knowledge sources can only be deleted from the Knowledge Sources page. Q&A pairs are different: you can delete Q&As from the agent page, but that removes them everywhere.

Was this article helpful?