Two ways to use documents with copilots

Knowledge bases (permanent) — Documents uploaded to a knowledge base persist and are available to the copilot across all chats. Best for org policies, product documentation, reference materials, and anything you want the copilot to always know about.

Chat file uploads (temporary) — Files uploaded directly into a chat are available for that chat only. Best for one-off analysis, reviewing a specific document, or ad-hoc research. Learn about chat file uploads →

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Creating a knowledge base

1. Click Knowledge Hub in the sidebar.
2. Click Create New in the top-right corner.
3. Enter a name for your knowledge base.
4. Upload files or connect an external folder.
5. Click Save.

You'll land on the knowledge base detail page where you can continue managing content and members.

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If you cancel mid-upload

If you cancel after files have started uploading, you'll be asked to confirm before any partially created resources are cleaned up.

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Adding files

On the knowledge base detail page, drag and drop files onto the upload area or click to open a file picker.

Supported formats: PDF, DOCX, TXT, CSV, XLSX File size limit: 30MB per file Batch limit: 20 files at a time (you can upload additional batches)

Each file shows a status badge as it's processed: Processing, Processed, Failed, or Skipped.

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Connecting external folders

Connect a cloud storage folder to keep your knowledge base in sync with an existing document library — no manual re-uploading when files change.

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Admin setup required

External folder connections (Google Drive and SharePoint) must be enabled by your organization administrator before they appear in your knowledge base settings. Contact your admin if you don't see these options.

Google Drive

1. Click Connect Google Drive in the Files section.
2. Sign in with the Google account that has access to the relevant folder (doesn't need to match your Fuel iX login).
3. Select the folder to sync.
4. Once syncing is complete, a "Valid from" date confirms the connection is active.
5. Click Save changes.

Supported formats: TXT, PDF, DOCX, PPTX — up to 30MB per file. Files exceeding the size limit or in unsupported formats are skipped.

SharePoint

SharePoint requires a two-step setup: an admin configures the integration at the organization level first, then individual users connect their accounts.

Step 1 — Admin setup: Your organization admin must configure the SharePoint integration in External Connections settings.

Step 2 — Connect your account:

1. Go to Profile > Connections.
2. Click Connect SharePoint.
3. Authenticate with your Microsoft 365 account.

Step 3 — Link a folder to your copilot:

1. Create or open a copilot and go to the Knowledge tab.
2. Save the copilot first before adding a SharePoint folder.
3. Under External databases, click Add folder next to the SharePoint logo.
4. Follow the prompts to select your SharePoint site and folder.
5. Wait for the sync to complete, then click Save changes.

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Save before connecting SharePoint

You must save your copilot before adding a SharePoint folder connection. If you try to add a folder to an unsaved copilot, the connection won't work.

Folder sync status

Auto-sync (Beta)

Toggle Auto-Sync on a connected folder to automatically re-sync on a 24-hour schedule. New files, updated files, and deleted files are reflected automatically — no manual action needed.

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Auto-sync requires admin enablement

Your organization admin must turn on "Allow Auto-Sync" in External Connections settings before this toggle appears.

Use auto-sync for knowledge bases that rely on frequently updated content (policies, product specs, training materials). For stable reference materials, manual sync gives you more control.

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Linking a knowledge base to a copilot

1. Open your copilot's settings.
2. Go to the Knowledge tab.
3. Select an existing knowledge base or create a new one.
4. Click Save changes.

You can link multiple knowledge bases to a single copilot, and the same knowledge base can be connected to multiple copilots.

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Processing time

You can continue configuring your copilot while documents process in the background, but the copilot won't have access to new knowledge until processing finishes.

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Knowledge base detail page

The detail page has four sections:

Files — Upload, manage, and sync documents. See processing status for each file.

Members — Control who has access and at what permission level.

Linked Copilots — See which copilots are using this knowledge base.

Linked Conversations — See which chats have referenced this knowledge base.

The header shows the KB name (editable by owners and admins), creation date, and your role.

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Sharing a knowledge base

Member roles

There is always exactly one owner (the creator). Ownership cannot be transferred.

Adding members

In the Members section:

1. Search for a user or team by name.
2. Select a role (Viewer or Admin).
3. Click Save.

You can remove a member at any time. Adding a team automatically includes future team members.

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Best practices

Keep documents focused. A knowledge base works best when its contents are relevant to a specific purpose. A general dumping ground of miscellaneous files will produce less reliable results than a curated set of documents scoped to the copilot's job.

Maintain quality. Well-formatted, clearly structured documents produce better retrieval results. Remove outdated or duplicate content regularly.

Test after changes. After adding new documents or updating existing ones, test the copilot with a few representative questions to confirm the knowledge is being retrieved correctly.

Name your knowledge bases clearly. If you're linking knowledge bases to multiple copilots, descriptive names make it easier to manage at scale — "Q4 FY25 Pricing Docs" is more useful than "Knowledge Base 3."

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Related pages

• Custom copilots — linking knowledge bases to your copilots
• Profile connections — managing your Google Drive and SharePoint connections
• Connecting your organization's knowledge (playbook)