Build an AI knowledge base for company documents

Q: How should I verify an answer?

Read the cited passages in context. A document link alone does not establish that it supports the claim.

Q: What if two documents disagree?

The conflict should remain visible. The source owner must identify the authoritative document or correct the affected versions.

Q: Does the knowledge base stay current automatically?

Accuracy depends on the documents provided and maintained. Assign someone to replace or remove outdated information.

Q: How should I test before everyday use?

Start with a small collection and known answers. Include unanswered questions to check that gaps are not filled with assumptions.

Organise approved business documents into a searchable knowledge base and receive answers grounded in cited source passages.

About 3 minutesPublished: 27 February 2026 at 14:20Updated: 31 August 2026 at 12:30

Short answer

ValueSpace can search approved files, retrieve useful passages and prepare an answer with sources. You control which documents can be consulted and how current they are. Missing or conflicting information should remain visible. Check the cited passages in context before using an answer to support a business decision.

How the workflow works

Define a work question, then follow the answer back to the passages that support it.

Choose the documents and access scope.
Ask a business question in ordinary language.
Review the answer and cited source passages.

ValueSpace

Business work, clearly controlled

Document search

Business owner
What notice period applies to the standard supplier agreement?
ValueSpace
The approved 2026 supplier policy states 30 calendar days. An older template in the same collection states 45 days, so I have not treated the older wording as current.
Cited source
supplier-policy-2026.pdf
Section 4.2 - termination notice.
Conflicting older source
supplier-template-2024.docx
Older 45-day wording retained for review.
Answer grounded in approved sourcesOne superseded conflict disclosed

Conversation scenario: An answer points back to the approved company source The example answers from the authorised document set, cites the relevant policy and leaves a conflict visible.

Keep decisions and data under control

Only authorised files should enter the knowledge base. Missing or conflicting sources stay visible instead of being filled with invented facts.

What to prepare before starting

Try questions your team can already answer. Check citations and what happens when the files do not contain the requested information.

How this works in ValueSpace

Search is limited to the document collection your business authorises. Return to the cited document to check the answer in context.

Choose the files available for search.
Define access rights and source ownership.
Ask a question about the authorised content.
Retrieve passages relevant to the answer.
Keep sources visible for verification.
Flag gaps and conflicts in the documents.

Continue with Turn business documents into a searchable knowledge base.

Frequently asked questions

Which documents can be searched?

Only documents added to the collection and authorised for that use. A search request does not grant access to every company file.

How should I verify an answer?

What if two documents disagree?

Does the knowledge base stay current automatically?

How should I test before everyday use?

What to prepare for a practical test

Use a safe real example, current source data and clearly assigned approval responsibility.

A small collection of approved documents.
A source owner and access rules.
Test questions with reference answers.

Related resources

CapabilitiesWhat an AI business assistant can do for a small business CapabilitiesHow an AI business assistant works with documents and files

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