Knowledge Sources

Import, synchronize, and organize documentation from external platforms

Manage your organization’s knowledge sources to import, synchronize, and organize documentation from external platforms or manual uploads.

Knowledge Sources - Management

Overview

Knowledge sources are the foundation of your AI’s knowledge base. Each source connects to an external platform (like Notion, Confluence, or Zendesk) or contains manually created content, bringing documentation into AGO where it can be indexed and used by your AI agents.

Key capabilities:

• Connect to 14+ external documentation platforms
• Schedule automatic synchronization
• Monitor sync status and history
• Organize content with folder structures
• Filter content with restricted keywords

Features

Knowledge Source List

The Knowledge Sources page displays all available knowledge sources with information such as:

• Source name
• Source type
• Last sync date
• Sync status

From this page, administrators can:

• Filter sources by name, type, and sync status
• Create new sources
• Edit existing sources
• Trigger manual synchronization of sources
• Empty all documents from a source
• Delete sources entirely

Creating Knowledge Sources

The Create Knowledge Source page provides a form to create new sources with the following fields:

• Name (required)
• Source Type (required)
• Collection Name
• Version
• Source ID
• Domain
• Additional Info (JSON)
• API Key (encrypted)
• Included Sources
• Restricted Keywords

Editing Knowledge Sources

The Edit Knowledge Source page allows administrators to modify existing sources. The form is pre-populated with the current values of the source.

When updating the API key field, administrators only need to enter a value if they want to change the existing key. Leaving the field empty will preserve the current key.

Sync Status Knowledge Sources

The Knowledge Source Sync Status feature allows administrators to track and manage the synchronization status of knowledge sources through the admin interface. If a source has a wrong sync status, administrators can update it to reflect the current state which is probably no sync is happening and thus can select the reset option in the sync status dropdown.

Sync History and Timing

The sync history page lists every import run for your knowledge sources, with its status, the user who started it, and how long it took.

For each finished import you can see the time spent in each phase of the run:

• Import — fetching documents from the source
• Cleanup — removing old versions
• Links — resolving internal links (only for sources that support it, such as Confluence and Paligo)
• Embeddings — preparing documents for search
• Translation — translating documents into your active languages

When an import fails, the history row shows which phase it stopped on (for example “Crashed at: Embeddings”) next to the error message, so you can tell where the run broke without reading the full log.

Emptying Knowledge Sources

Administrators can empty all documents from a knowledge source without deleting the source itself. This is useful when:

• You want to clear all imported documents before re-importing
• You need to remove outdated content while keeping the source configuration
• You want to start fresh with a source’s content

The empty action will:

• Remove all knowledge documents associated with the source
• Preserve the source configuration and settings
• Show a confirmation dialog before proceeding
• Display the number of documents that were deleted

This feature is accessed through the “Empty” button (archive icon) next to each source in the sources list.

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Auto-Sync Scheduling

Keep your knowledge base up-to-date automatically with scheduled synchronization. AGO checks for scheduled syncs every hour and processes them in the background.

Schedule Types

Type	Description	Configuration
Minutes	Sync at regular intervals	Set interval (e.g., every 60 minutes)
Daily	Sync once per day	Set time (e.g., 02:00 AM)
Weekly	Sync on specific days	Set days and time (e.g., Mon/Wed/Fri at 03:00 AM)

Configuring Auto-Sync

1. Navigate to Knowledge → Sources
2. Edit an existing source or create a new one
3. Enable Auto-Sync
4. Select a schedule type:

Minute-based sync:

Schedule Type: Minutes
Interval: 60 (syncs every hour)

Daily sync:

Schedule Type: Daily
Time: 02:00
Timezone: America/New_York

Weekly sync:

Schedule Type: Weekly
Days: Monday, Wednesday, Friday
Time: 03:00
Timezone: Europe/Paris

Schedule Configuration Fields

Field	Description
Auto-Sync Enabled	Enable or disable automatic sync
Schedule Type	Minutes, Daily, or Weekly
Interval (Minutes)	Sync interval in minutes (for minute-based schedules)
Time	Time in HH:MM format (for daily/weekly schedules)
Days	Days of the week (for weekly schedules)
Timezone	Timezone for scheduling (e.g., America/New_York)

Timezone Handling

• All times are stored in UTC internally
• Configure your preferred timezone per source
• Next sync time is calculated in your timezone, then converted to UTC
• Common timezone examples: UTC, America/New_York, Europe/Paris, Asia/Tokyo

Viewing Next Sync Time

The source list displays:

• Next Sync At: When the next automatic sync will run
• Last Auto Sync At: When the last automatic sync completed

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Sync History and Monitoring

Track synchronization activity and diagnose issues with the sync history feature.

Viewing Sync History

Access sync history via Knowledge → Sources → Select source → Sync History.

Sync History Fields

Field	Description
Started At	When the sync began
Completed At	When the sync finished (blank if in progress)
Duration	How long the import took, from start to finish (blank while in progress)
Status	Success, Failed, In Progress, Pending, or Cancelled
Error Message	Error details if sync failed
User	User who triggered sync (blank for automatic syncs)

Live Import Progress (SharePoint)

While a SharePoint import is running, the row in sync history shows live stats so you can tell whether a long import is healthy or stuck:

• Counter: x/n done plus failed and skipped counts
• Current document: name of the file currently being extracted
• Last finished: how long ago the previous document completed
• Throughput: documents per minute
• ETA: estimated time left

The page refreshes automatically every 2 seconds while any row is in progress or pending.

Translation Progress

Every import finishes with a translation step. When your knowledge base has more than one active language, this step translates new and changed documents into the other languages, and the sync history row shows how many documents are left to translate (for example, 6/10 documents remaining to translate). Only documents that actually need translation are counted: documents whose translations are already up to date and documents that link to an external page are skipped.

Cancelling a SharePoint Import

Running SharePoint imports can be stopped from the sync history row:

1. Click Cancel on the row
2. Confirm in the dialog

The import stops as soon as the files currently being extracted finish (a few may complete after you click Cancel because extractions run in parallel). Documents already imported are kept, and the row’s final status becomes Cancelled.

Identifying Sync Types

• Manual sync: Shows the user who triggered it
• Automatic sync: User field is blank

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Restricted Keywords

Filter out sensitive or irrelevant content from being imported into your knowledge base.

How It Works

1. Add keywords to the Restricted Keywords field in your source settings
2. During sync, documents containing these keywords are excluded
3. Existing documents with restricted keywords are marked as restricted

Example Use Cases

• Exclude internal-only documents: [internal, confidential, draft]
• Filter test content: [test, sample, example]
• Remove deprecated content: [deprecated, outdated, legacy]

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Breadcrumb Navigation

Configure how navigation breadcrumbs appear in the knowledge portal.

Enabling Breadcrumbs

1. Edit your knowledge source
2. Enable Breadcrumbs toggle
3. Save the source

When enabled, users see navigation paths like:

Product Documentation > Getting Started > Installation

When to Use Breadcrumbs

Scenario	Recommendation
Deep hierarchies (3+ levels)	Enable for navigation clarity
Flat structure (1-2 levels)	Optional, adds minimal value
Portal-only content	Enable for user orientation
API-only usage	Disable (not displayed)

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Public Display

Control which sources and documents appear in the public knowledge portal.

Source-Level Visibility

Each source has a Public Display setting:

Setting	Behavior
Enabled	Documents appear in portal
Disabled	Documents hidden from portal (still available via API)

Use Cases

• Internal documentation: Disable public display for staff-only content
• Draft sources: Keep new content hidden until ready
• API-only sources: Sources used only by AI agents

AI agents can read documents with public display disabled to inform their answers, but they never cite, quote, link, or reveal them in a reply (not even the title). Use this for internal-only content the agent should know but not show to end users. Disabling public display on either the document or its source makes it internal.

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Document Attachments

Add images and files to documents.

Uploading Attachments

Via Admin Interface:

1. Open a document in the editor
2. Click Add Attachment or drag-and-drop
3. Select your image file
4. The attachment is uploaded and can be referenced in content

For API access, see Public API v1 Reference.

Supported Formats

• Images: PNG, JPEG, GIF, WebP, SVG
• Documents: PDF (for reference attachments)

Referencing Attachments

Once uploaded, attachments can be referenced in document content using Markdown image syntax. The system automatically generates the correct URL when you insert an attachment through the editor.

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Table of Contents Management

Organize document ordering within sources.

Reordering Documents

Via Admin Interface:

1. Navigate to Knowledge → select a source
2. Use drag-and-drop to reorder documents
3. Changes are saved automatically

Moving Documents

Move documents between parents in the hierarchy using drag-and-drop in the admin interface.

For API access, see Public API v1 Reference.

Best Practices

• Order by importance (most-used documents first)
• Group related documents together
• Keep getting-started content at the top
• Place troubleshooting at the end

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Folder Sources (Included Sources)

Organize multiple knowledge sources into logical groups using folder sources.

Creating a Folder Source

1. Create a new source with type Folder
2. In Included Sources, select the sources to group
3. The folder acts as a container for navigation and organization

Use Cases

• Group related documentation (e.g., all product documentation)
• Create department-specific knowledge sections
• Organize by content type (guides, FAQs, tutorials)

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Troubleshooting

Sync Stuck in Progress

Symptom: Source shows “In Progress” for extended time.

Solutions:

1. Go to Knowledge → Sources
2. Find the affected source
3. Use the sync status dropdown to select Reset
4. Trigger a new manual sync

Sync Fails Repeatedly

Symptom: Sync completes with “Failed” status.

Check:

1. View sync history for error message
2. Verify API credentials are valid and not expired
3. Check external service is accessible
4. Check that rate limits haven’t been exceeded

Documents Not Appearing

Symptom: Sync succeeds but documents are missing.

Check:

1. Verify the source ID/page ID is correct
2. Check restricted keywords aren’t filtering content
3. Verify documents have content (empty pages may be skipped)
4. For Notion: Verify the integration has access to the pages

OAuth Token Expired (Notion)

Symptom: Notion sync fails with authentication error.

Solution:

1. Edit the source
2. Click Reconnect to re-authorize
3. Complete the OAuth flow
4. Save and trigger sync

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Configuration Reference

Knowledge sources have the following configurable settings:

Core Settings:

Setting	Description
Name	Source name (must be unique)
Source Type	The connector type (e.g., Notion, Confluence, Manual)
Source ID	External identifier for the connected platform
Domain	Domain or URL for web-based sources
Additional Info	Connector-specific configuration (JSON format)
API Key	Encrypted API key for authenticating with the external platform

Organization Settings:

Setting	Description
Included Sources	Source IDs to group under a folder source
Restricted Keywords	Keywords that filter out matching content during sync
Public Display	Whether documents appear in the public knowledge portal
Breadcrumbs Enabled	Whether navigation breadcrumbs are shown

Auto-Sync Settings:

Setting	Description
Auto-Sync Enabled	Whether automatic synchronization is active
Schedule Type	minutes, daily, or weekly
Schedule Minutes	Interval in minutes (for minute-based sync)
Schedule Time	Time of day for daily or weekly sync (HH:MM)
Schedule Days	Days of the week for weekly sync (0=Monday through 6=Sunday)
Schedule Timezone	Timezone for scheduling (e.g., America/New_York)
Next Sync At	When the next automatic sync will run (read-only)
Last Auto Sync At	When the last automatic sync completed (read-only)

Status:

Setting	Description
Sync Status	Current synchronization status
Last Sync At	When the last sync completed (read-only)

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Related

• Knowledge Connectors — Available connector types
• Knowledge Quality — Analyze imported content
• Knowledge Overview — Feature overview