Document Knowledge Base

The Document Knowledge Base allows your organization to upload internal documents that the AI assistant uses to ground its answers. When a user asks a question, the AI searches both live EMS data and your uploaded documents to provide complete, contextual responses.

Uploading Documents

Navigate to the Document Management page from the AI section of your EMS portal. Only users with an administrator role can upload and manage documents.

Supported Formats

• PDF — reports, contracts, specifications, and scanned documents with text layers
• DOCX — Word documents including SOPs, procedures, and project documentation
• TXT — plain text files, logs, and exported data

How to Upload

1. Open the Document Management page
2. Drag and drop files into the upload area, or click to browse your file system
3. Select a source type for each document to help the AI categorize it
4. The system processes the document automatically — no additional steps required

Processing happens in the background. Large documents may take a few moments. Once complete, the document appears in your document list and is immediately available to the AI.

Source Types

Tagging each document with a source type helps the AI understand context and retrieve the most relevant information:

• SOP — standard operating procedures, workflow guides, and process documentation
• Contract — client agreements, master service agreements, and terms
• Project — project plans, status reports, meeting notes, and deliverable specifications
• Equipment — equipment manuals, technical specifications, and maintenance guides
• Other — any document that does not fit the above categories

Managing Your Documents

The Document Management page displays all uploaded documents with:

• Filename — the original name of the uploaded file
• Source type — the category assigned during upload
• Upload date — when the document was added to the knowledge base

From this page you can:

• View your complete document library
• Delete a document to remove it entirely from the AI's knowledge base
• Upload additional documents at any time

How the AI Uses Your Documents

When a user asks the AI a question, the system automatically searches your document library for the most relevant content. The AI combines this with live EMS data to provide a grounded answer.

For example:

• A user asks about the change order process — the AI retrieves relevant sections from your uploaded SOPs
• A user asks about contract terms for a client — the AI pulls from both the CRM data and any uploaded agreements
• A user asks about equipment maintenance schedules — the AI references uploaded equipment specifications

The AI cites its sources so you can verify the information and trace answers back to specific documents.

Privacy and Isolation

Your document knowledge base is completely private to your organization:

• Documents are stored in your isolated tenant environment
• No other organization can access or search your uploaded documents
• TekToro does not use your documents to train or improve AI models
• Document content is encrypted in transit and at rest