Building Your Knowledge Base

Your knowledge base is the secret weapon that transforms Waldium's AI from "pretty good" to "amazingly accurate." By uploading your documents, you give the AI access to your specific expertise, terminology, and context—resulting in content that truly reflects your brand and knowledge.

Why Knowledge Base Matters

Imagine the difference between these two blog posts:

Without Knowledge Base: "Our API provides authentication features that help developers build secure applications."

With Knowledge Base (after uploading your API docs): "Our API supports OAuth 2.0, JWT tokens, and API key authentication. For example, you can implement passwordless login using our /auth/magic-link endpoint, which sends a secure one-time link to users via email."

See the difference? The second version includes your specific features, endpoints, and implementation details because the AI referenced your actual documentation.

What to Upload

Your knowledge base can include any documents that contain information you want the AI to reference when generating content.

Ideal Documents

Product Documentation

• API specifications and reference docs
• User guides and manuals
• Feature descriptions
• Integration guides
• SDK documentation

Technical Content

• Architecture diagrams (with descriptions)
• Technical specifications
• System design documents
• Database schemas
• Configuration guides

Business Content

• Case studies and success stories
• Whitepapers and research reports
• Product positioning documents
• Customer testimonials
• Market research findings

Historical Content

• Previous blog posts that performed well
• Published articles and guides
• Newsletter archives
• Social media content
• Presentation slides

Brand Guidelines

• Voice and tone guides
• Style guides and standards
• Terminology glossaries
• Brand messaging documents
• Company values and mission

Supported File Types

Waldium accepts these formats (up to 10MB per file):

Text Files: .txt, .md

• Plain text and markdown files
• Great for documentation and notes

PDF Documents: .pdf

• Research papers and reports
• Product documentation
• Whitepapers and guides

Word Documents: .doc, .docx

• Articles and drafts
• Documentation and manuals

CSV Files: .csv

• Data tables and research data
• Product specifications
• Feature matrices

How to Upload Documents

Adding documents to your knowledge base is straightforward:

Step 1: Navigate to Knowledge

Click "Knowledge" in your dashboard sidebar to open the knowledge base management area.

Step 2: Upload Files

Click the "Upload" button and select files from your computer, or drag and drop files directly onto the page.

Step 3: Wait for Processing

Waldium processes each file to extract and index the content. This typically takes:

• Small files (< 1MB): 5-10 seconds
• Medium files (1-5MB): 15-30 seconds
• Large files (5-10MB): 30-60 seconds

Step 4: Verify Upload

Once processing completes, you'll see the file listed with:

• File name and type
• Size
• Upload date
• Status (uploaded, processing, or error)

You can now reference this content when generating posts!

Organizing Your Knowledge Base

As your knowledge base grows, organization becomes important. Here's how to keep things manageable:

Naming Conventions

Use clear, descriptive file names that indicate content:

• ❌ doc1.pdf, notes.txt, final_final_v2.docx
• ✅ api-authentication-guide.pdf, product-roadmap-2024.txt, customer-case-study-acme.docx

Logical Grouping

Group related documents mentally by topic:

• Product: Features, specifications, roadmaps
• Technical: API docs, architecture, integrations
• Marketing: Case studies, positioning, messaging
• Support: FAQs, troubleshooting, guides

While Waldium doesn't have folders yet, clear naming helps you select the right files when generating content.

Keep It Current

Your knowledge base is most valuable when it's up-to-date:

• Update documents when products or features change
• Remove outdated content that no longer applies
• Add new case studies and examples regularly
• Refresh statistics and data periodically

Using Your Knowledge Base

Once you've uploaded documents, you can leverage them when generating content:

Automatic Mode

When creating a post with AI generation:

1. Toggle "Use Knowledge Base" on
2. Waldium automatically searches all your documents
3. Finds relevant passages related to your topic
4. Uses that context to generate more accurate content

This works great when you have a well-organized knowledge base and trust the AI to find relevant information.

Targeted Mode

For more control, select specific files:

1. Toggle "Use Knowledge Base" on
2. Click "Select Files"
3. Choose the specific documents to reference
4. Generate content using only those files

This is perfect when:

• Writing about a specific product or feature
• You know exactly which document has the information
• You want to ensure certain context is used
• You have multiple products and need to focus on one

Best Practices

Start Broad, Then Narrow: Begin with automatic mode. If results aren't quite right, regenerate with specific file selection.

Match Documents to Topics: Writing about authentication? Select your authentication docs specifically.

Experiment: Try generating the same topic with and without knowledge base to see the difference.

Review Generated Content: Always check that referenced information is accurate and current.

Storage Limits by Plan

Your knowledge base storage varies by plan:

Free Plan: No knowledge base storage

• Focus on manual writing and basic AI generation
• Upgrade to access knowledge base features

Starter Plan: 1 GB storage

• Approximately 2,000-5,000 documents
• Perfect for small teams and focused content

Pro Plan: 5 GB storage

• Approximately 10,000-25,000 documents
• Great for larger teams and diverse content

Custom Plan: Custom storage

• Unlimited storage for enterprise needs
• Contact us for custom requirements

Managing Your Knowledge Base

Keep your knowledge base healthy with regular maintenance:

Review and Prune

Periodically review your files:

• Remove outdated documents
• Delete duplicate files
• Archive old versions
• Update changed information

Check File Quality

Ensure your documents are:

• Readable: Clear text that AI can parse
• Structured: Well-organized with headings
• Complete: Full documents, not fragments
• Accurate: Current and factually correct

Monitor Usage

Pay attention to which files get referenced most:

• Documents referenced frequently are working well
• Files never used might need better naming or content
• Consider creating new documents for topics you write about often

Test and Iterate

Generate content and review how knowledge base is used:

• Are facts and examples accurate?
• Does terminology match your docs?
• Are specific features referenced correctly?
• Adjust documents if needed

Advanced Tips

Create Synthesis Documents

Combine information from multiple sources into one document:

• Collect common FAQs into a single file
• Summarize key features across products
• Create a "best of" document with top examples
• Build a terminology glossary

This makes it easier for the AI to find and use information.

Include Examples

Your documents should contain:

• Code examples and snippets
• Real-world use cases
• Customer stories and quotes
• Before/after scenarios

Concrete examples help the AI generate more practical content.

Add Context

Don't just upload raw information. Add context:

• Explain why features exist
• Describe who uses specific features
• Note common use cases and workflows
• Include implementation tips

This helps the AI understand not just what things are, but how they're used.

Version Important Documents

For critical documents like API specs:

• Include version information in the filename
• Upload new versions when they change
• Keep old versions for backward compatibility content
• Note which version is current in the file

Use Metadata

When creating documents specifically for your knowledge base:

• Add clear headings and structure
• Include a summary at the top
• Use bullet points for key information
• Add tags or keywords that describe content

Troubleshooting

AI Isn't Using My Documents

Check these:

• Is "Use Knowledge Base" toggled on?
• Is your topic related to your documents?
• Are file names clear and descriptive?
• Is the document content readable (not scanned images)?

Try this:

• Use specific file selection instead of automatic
• Make topic more specific to match document content
• Verify files uploaded successfully

Generated Content Is Inaccurate

Possible causes:

• Documents are outdated
• Multiple conflicting versions exist
• File content is unclear or poorly structured

Solutions:

• Update or remove outdated files
• Delete duplicate/old versions
• Improve document structure and clarity

Storage Limit Reached

Options:

• Delete unused or outdated files
• Remove duplicate documents
• Compress or consolidate information
• Upgrade to a plan with more storage

Privacy and Security

Your knowledge base is:

• Private: Only accessible to your organization
• Secure: Encrypted at rest and in transit
• Isolated: Not shared with other Waldium users
• Controlled: You can delete files anytime

Waldium never uses your knowledge base to train AI models or share your data with third parties.

What's Next?

Now that you understand the knowledge base, explore these related topics:

• AI Content Generation: Use your knowledge base to generate better content
• API Access: Programmatically upload and manage knowledge base files
• Content Recommendations: Get AI-powered suggestions based on your knowledge
• Batch Generation: Create multiple posts using your knowledge base

Ready to build your knowledge base? Head to the Knowledge section and upload your first document. Start with your most important product documentation or best-performing blog posts.

The more context you provide, the better your content becomes. Let's build something amazing! 🚀