Give It Your Company's Documents

The assistant from the last chapter does not know your company’s rules yet. This chapter puts company documents into a knowledge base and grants it to that assistant.

Before you start

• You already have an Agent (see Chapter 7). This chapter uses the HR Leave Assistant.
• Have a real company document ready, such as a PDF or Word file of your leave policy.
• To mount Google Drive, have the sign-in details for that Drive account ready — authorization happens on Google’s own screens.

Step 1 · Create a knowledge base

Click「檔案與知識庫」(Files & Knowledge Bases) on the left. At the top of the left column is a heading「知識庫」(Knowledge Bases) with a ＋ beside it. Click it.

A「建立知識庫」(Create knowledge base) form appears on the right, with three fields:

Field	What to enter this time
emoji	📚
Name	HR Policies
Description	Leave, attendance, payroll, and benefits rules

Write the description seriously. The hint on screen is not a formality — the description tells the Agent what is inside this knowledge base, and it directly determines whether the Agent thinks to look here when a question comes in. “HR-related” is too vague; “Leave, attendance, payroll, and benefits rules” tells it when to open the book.

Click「建立」(Create). The knowledge base appears in the left column, followed by the current file count (0 for now).

At the bottom of the left column there is also a fixed「共用檔案區」(Shared files area) — the default company-wide files, readable by every Agent granted shared access. Documents that fall into a clear category are better placed in their own knowledge base, where they are easier to find accurately.

Step 2 · Upload documents

Click the「HR Policies」knowledge base you just created in the left column; the right side is its contents.

Drag files straight into the area on the right to upload them — the screen shows「⬆ 把檔案拖到這裡，直接上傳進「人事規章」」(Drop files here to upload them into this knowledge base). You can also click the「上傳」(Upload) button at the top and pick files.

Once the upload finishes, a notice appears at the top of the screen telling you how many files went into which knowledge base, and the new entries show up in the file list.

To remove a file, hover over its row;「刪除」(Delete) appears on the right.

Step 3 · Mount a Google Drive folder

If your company documents already live in Google Drive, there is no need to upload a second copy — mount them instead, and you can rescan later when the source folder changes.

Connect the account first. Scroll down the left column to「外部來源」(External sources), find the Google Drive row, and click「連接」(Connect) on the right. The screen moves to Google’s own authorization page; follow its instructions to pick an account and approve. When authorization finishes you return to「檔案與知識庫」(Files & Knowledge Bases) automatically, the icon on that row turns 🟢, the connected account email shows underneath, and the button becomes「中斷」(Disconnect).

If clicking「連接」(Connect) brings up a note saying Google authorization is not finished being set up, that feature was not switched on during rollout. Send a screenshot of the message to your rollout contact, and click「連接」(Connect) again once they have finished. None of this is yours to handle.

Then mount the folder. Click「人事規章」(the HR Policies knowledge base) in the left column and click「掛載資料夾」(Mount folder) at the top right.

1. Two sources at the top can be switched between:「💻 本機」(Local) and「🟢 Google Drive」. Choose「🟢 Google Drive」.
2. Folders are listed below. Clicking a folder name expands the next level, so you click your way down to the folder you want. The hint on screen reads「點資料夾展開下一層；點選後按右邊按鈕掛載」(Click a folder to expand the next level; select one, then click the button on the right to mount it).
3. Once chosen, click「掛載到「人事規章」」(Mount into this knowledge base) on the right.

Mounting builds an index, and the button reads「索引中…」(Indexing) while it does. When it finishes, the on-screen notice tells you which folder was mounted and how many files were indexed.

Mounted folders are listed above the file area, with two buttons on the right:

• 「重新掃描」(Rescan) — click this after new files are added to the source folder, and the screen reports the current total file count.
• 「卸載」(Unmount) — removes this folder from the knowledge base. The original folder is untouched; Office Power stops reading it, nothing more.

Step 4 · Let the AI classify files

Once you have a lot of files, finding things by filename becomes painful. At the top right there is a「✨ 分類（N）」(Classify) button, where the number in brackets is how many files are still unclassified.

Click it, and the platform reads through those files one by one, adding a category and a summary to each. When it finishes, the on-screen notice tells you how many files were classified.

In the top-right corner of the page is a small line reading「分類引擎：」(Classification engine), followed by either「AI 模型」(AI model) or「離線啟發式」(Offline heuristic):

• 「AI 模型」(AI model) — a model reads the contents and decides, so categories and summaries are more accurate.
• 「離線啟發式」(Offline heuristic) — the fallback when no model is available, guessing from filenames and extensions alone, which is much rougher.

If you see「離線啟發式」(Offline heuristic) and want AI classification, contact your rollout contact to check the model configuration.

Step 5 · Grant the knowledge base to the Agent

Creating a knowledge base does not mean an Agent can read it. Granting is a separate step, and that is deliberate — the same documents can be shown only to the assistants that should see them.

Go back to「Agent 管理」(Agent Management) on the left, click「設定」(Settings) on the HR Leave Assistant’s row, and switch to the「資料來源」(Data Sources) tab.

The first block is「檔案知識庫」(File knowledge bases), listing every knowledge base; each card shows the emoji, name, and description, with the file count in the top-right corner (for example「12 檔」, 12 files). Click the「人事規章」(HR Policies) card and it lights up to show it is selected.

Two more blocks sit further down the same tab; leave them alone this time:

• 「檔案存取 / 資料來源」(File access / data sources) — other file sources, marked「已連接」(Connected) or「需連接」(Needs connecting) in the top-right corner.
• 「資料集 Datasets」 — structured tables, such as attendance records. Chapter 10 uses these.

Click「儲存設定」(Save settings) in the toolbar at the top and look for the green「✓ 已儲存」(Saved).

If an orange notice appears in the page header —「⚠ 已部署的 Runtime 仍在使用舊設定，重新部署後變更才會生效」(The deployed Runtime is still using the old settings; changes take effect after redeployment) — click「🔄 套用新設定並重啟」(Apply the new settings and restart) beside it. It means this Agent is already connected to an outside channel (Chapter 9) and needs a restart before it reads the newly attached knowledge base.

How you know it worked

1. The file count shown after「人事規章」(HR Policies) in the left column of「檔案與知識庫」(Files & Knowledge Bases) is greater than 0.
2. On the HR Leave Assistant’s「資料來源」(Data Sources) tab, the「人事規章」(HR Policies) card is selected.
3. Go to「對話」(Chat) and ask something only that document can answer — for example, “Can I take annual leave during probation?”
4. Its answer matches the document rather than offering a vague generality.
5. Then ask something the document does not cover; it should say it cannot find the answer, as the persona instructs. That question matters as much as the previous one: honest ignorance means it really is reading what you gave it.

Common problems

Symptom	Cause / fix
Files uploaded, but the Agent still cannot answer	The knowledge base has not been granted to that Agent. Select it on that Agent’s「資料來源」(Data Sources) tab and click「儲存設定」(Save settings).
Granted and saved, but the answers are still the old ones	If the page header shows「⚠ 已部署的 Runtime 仍在使用舊設定」, click「🔄 套用新設定並重啟」(Apply the new settings and restart).
The Agent has the documents but does not consult them	The knowledge base description is too vague. Click「編輯」(Edit) in「檔案與知識庫」(Files & Knowledge Bases) and rewrite the description as a concrete list of topics.
Clicking「連接」(Connect) for Google Drive shows a not-yet-configured notice	That feature was not switched on during rollout. Forward the message to your rollout contact; it is not yours to handle.
Fewer files after mounting than there are in Drive	Only supported document formats are indexed. Check whether the folder contains videos, images, or other files that are not read.
New files added in Drive, but the Agent does not know about them	Click「重新掃描」(Rescan) on the mounted folder’s row in that knowledge base.
The number on the「✨ 分類」(Classify) button stays at 0	Every file has already been classified; there is nothing to click.
Classification results are rough	The top-right corner shows「離線啟發式」(Offline heuristic) rather than「AI 模型」(AI model). Contact your rollout contact to check the model configuration.
Does deleting a knowledge base delete the files in Drive?	No. Deleting a knowledge base removes only the uploaded files and the index; mounted source folders are untouched, and the confirmation message before deletion says exactly that.