Knowledge Base for Admins

5 min read

Overview

Knowledge Base is Unique's intelligent file management system designed specifically for financial services organizations to access via AI tools. It combines familiar, traditional file system user experience with advanced AI capabilities, allowing you to organize, search, and interact with your financial documents through our RAG (Retrieval-Augmented Generation) model.

This page will explore the additional functionalities and permissions available to administrators in Unique AI. For the user level guide, please see the following page: Knowledge Base for End Users

Who is it for

The actions and permissions discussed on this page are granted to users with the chat.admin.all rights in Zitadel. This permission should only be granted to project owners and platform administrators for Unique. This role will grant a user admin rights which includes access to all folders and files in the Knowledge Base, and therefore should adhere to the principle of least privilege.

If you’re unable to access certain features or sections of this article, it’s possible that your firm doesn’t have access or hasn’t upgraded to the latest version. Please reach out to your internal support team for further assistance.

Benefits

As an administrator using Knowledge Base, you gain comprehensive control over your organization's document repository with AI-enhanced capabilities. The admin role provides centralized management of access permissions, content organization, and system oversight to ensure secure and efficient document workflows. This level of control enables you to maintain data governance while maximizing the value of your financial documents through intelligent search and retrieval.

• Centralized Access Control: Manage folder-level permissions across the entire organization, ensuring sensitive financial data is only accessible to authorized personnel while maintaining audit compliance.

• System-Wide Visibility: Access all folders and files regardless of individual permissions, enabling comprehensive oversight and troubleshooting capabilities.

• Organizational Structure Management: Create and organize folder hierarchies that mirror existing business structures while optimizing for AI-powered search and retrieval.

• User and Group Administration: Efficiently manage access rights through user groups and individual permissions, streamlining onboarding and role changes.

Use Cases

Knowledge Base administrators serve as the primary stewards of document organization and access control within financial services organizations. You'll manage everything from initial system setup and user onboarding to ongoing maintenance of folder structures and permissions. Your administrative rights enable you to support various business functions while maintaining security and compliance standards.

• User Onboarding and Access Management: Provision new users with appropriate folder access based on their roles, and modify permissions as team members change positions or responsibilities.

• Regulatory Compliance Setup: Establish dedicated folder structures for individuals and teams ensuring clean data structures.

• Programmatic File Management: Create and manage file access control using the Unique SDK and Service Users.

Managing Folder Access and Permissions

Unique provides highly granular access control, allowing you to manage who can view and access specific knowledge folders and files, ensuring the utmost enterprise data privacy.

Find information on managing folder access and permissions here:

How to grant Folder (Scope) Access

Any discussion about folder or scope access permissions ultimately refers back to this.

File Ingestion and Data Governance

Analyzing Document Content

During ingestion each file is converted into a Markdown file, split into chunks, and transformed into an embedding. The markdown chunk and chunk embedding are stored in a relational database and vector database, respectively. To provide transparency for users, the chunks and their associated metadata are stored and available for inspection in the Knowledge Base. Access to this feature of Knowledge Base is restricted to users who have knowledge.write permissions in Zitadel and “Can Manage” permissions on a folder or chat.admin.all in Zitadel.

Chunks: Each chunk represents a portion of the file that has been processed and isolated for individual analysis. This might include sections like headings, paragraphs, or data tables. Review each chunk to understand how the file was segmented and identify the specific information contained in each segment.

Metadata: Files can take metadata on for additional filtering that can be set before or after the ingestion. This metadata can then be used for the SmartRules of the Spaces or the filtering during searches.

View Document Details:

1. Click on any file to open the detailed view panel.
2. Access options: Open File, View Chunks, Delete File.

Chunk Analysis:

1. Click "View Chunks" to see how documents were segmented.

2. Review Metadata in the box at the top of the document.

3. Review individual chunks for detailed content analysis.

Tips & Tricks

Organizational Best Practices

• Mirror Existing Structure: Replicate your current file organization to ease user adoption.
• Design for Search Context: When creating folders, ask yourself "Would I want to include all of these files in a single search or analysis?" Since searches span all selected documents and folders, group related content that you'd logically want to find together. For example, keep all documents for a specific client engagement in one folder, or group all DORA compliance materials together, rather than mixing different subjects.
• Use Consistent Naming: Establish naming conventions for folders and files across your organization.
• Plan Access Carefully: Remember that subfolder access doesn't inherit from parent folders.

Performance Tips

• Monitor Ingestion: Check ingestion status regularly to ensure documents are properly processed.
• Optimize File Size: Keep files under 100MB for best performance.
• Page Limits: Limit text-heavy documents to 600 pages, visual-heavy documents to 250-300 pages.

Search Optimization

• Use Metadata: Add relevant metadata to files for better filtering and organization.
• Natural Language: Take advantage of AI-powered search with natural language queries.

Security

• Regular Access Reviews: Periodically review folder permissions to ensure appropriate access.
• Use Groups: Leverage user groups for easier permission management.
• Document Sensitive Data: Use metadata to flag sensitive documents for additional controls.

API

Administrators can manage their knowledge base programmatically using the Unique SDK Knowledge Base APIs.

1. Scope Management via API

• Creating a Scope: Administrators can create a scope using a cURL command. This includes setting up the scope name and receiving a unique scope ID in response.
• Access Control: After creating a scope, access permissions need to be defined. This is done through creating "Scope Access" objects, specifying whether an entity (user or group) has READ or WRITE access. Two separate access objects might be needed for entities requiring both types of access.

2. Handling Scope Access

• Modifying Access: The interface allows for the modification or removal of access rights through specific cURL commands.
• Querying Scope Details: Administrators can query all scopes or specific scopes with detailed access configurations to oversee which users or groups have what level of access.

Limitations

Current Functionality Constraints

• File-Level Permissions: Access control is currently available at the folder level only.
• List View Display: Can show either files or folders, but not both simultaneously.
• Search Scope: Cannot search files and folders simultaneously.
• File Operations: Copying and moving capabilities not available for uploaded files.
• Subfolder Access: No inheritance of permissions from parent folders.

Technical Limitations

• File Size: Maximum file size of 100MB.
• Page Limits:
  • Text-heavy documents: 600 pages maximum.
  • Visual-heavy documents: 250-300 pages maximum.
• Supported Formats: Limited to PDF, DOCX, XLSX, PPTX, TXT, HTML, and MD files.
• External Connectors: Connected folders cannot be manually modified or deleted.

Operational Considerations

• Permanent Deletion: Deleted files cannot be recovered (though system logs are maintained).
• Empty Folder Requirement: Manually created folders must be empty before deletion.