Knowledge spaces

Knowledge spaces are per-organization, isolated enterprise knowledge bases that employees search and cite from in the client. You deposit the company’s policies, product materials, and standards documents here, authorize them by department / role, and employees can draw on the organization’s “shared memory” while doing tasks — it works together with the client’s Enterprise knowledge toggle (see Enterprise knowledge).

1 · Overview

Each organization has its own independent knowledge base, with data isolated by organization and never mixed. Opening the knowledge page ensures a company shared library exists (readable by all employees). Put sensitive content in restricted spaces and tighten access by department / role.

2 · Page overview

• Space list — all knowledge spaces under the organization; the company shared library is pinned with an “all employees” badge; restricted spaces can show a sensitivity label (internal / confidential).
• Space detail — documents and files in a space, ingest quality, and draft / published status.
• Authorization panel — configure access for departments / roles (the shared library already grants read to all employees by default).
• Candidates / templates / Feishu connector — review desktop candidates, create department-sensitive spaces in one click, and sync Feishu Drive uploaded files as drafts.

〔Figure: the knowledge space list and space detail, with the shared library and authorization entry highlighted〕

3 · Managing knowledge spaces

1. Company shared library — prepared automatically when an organization is created; all employees get read. Best for policies, FAQ, and common workflows.
2. Create restricted spaces — create a space, then authorize by department or role for sensitive materials; set a sensitivity label, or use department sensitivity templates (HR / Finance / Sales / Legal / Marketing).
3. Manage status — a space has two states, Enabled / Archived: an enabled space can be searched; one no longer in use can be archived.

〔Figure: pinned shared library and creating a restricted space〕

4 · Authorize access (distribution governance)

Knowledge is distributed by department or role, not employee by employee:

• Grant a department or role read (searchable) or manage (can manage) permission on a space.
• An employee can only search spaces granted to their department / role; unauthorized spaces are invisible to them.
• Public is the default; permission is the exception: the shared library is readable by everyone; sensitive materials go into restricted spaces.

〔Figure: the authorization panel granting read / manage permission to a department / role〕

Tip: read only allows searching and citing, while manage is required to maintain a space’s content; grant the minimum necessary, and tighten sensitive spaces to specific departments / roles.

5 · Add documents and upload files

There are several ways to put knowledge into a space:

1. Manually create a document — paste text directly to create a document.
2. Upload files — supports formats such as Office / PDF / images / Markdown / txt; after upload, the server converts everything to Markdown. Scanned PDFs run async OCR in the background and refresh ingest quality when done.
3. Draft → publish — new uploads start as drafts (not searchable by agents). The list shows ingest quality badges: ready / needs review / failed. Publish after review; failed cannot be published, needs-review can be force-published.
4. Desktop candidates — employees use Save to enterprise knowledge on attachments, or frequent attachments are recorded as candidates; admins accept and ingest (as draft) or dismiss in Console.
5. Feishu connector — configure app credentials and a folder token, then sync; the MVP downloads Drive uploaded files as drafts (online docs need export APIs later).
6. Maintain the index — rebuild the index or delete documents when needed; you can also unpublish.

When the shared library is empty, the page suggests starting with: employee handbook, product FAQ, pricing rules, support scripts, and approval flows.

〔Figure: upload as draft, quality badges, and publish〕

6 · Important notes

Important notes

• Organization isolation: search uses only the currently authenticated organization context and never mixes data across organizations.
• Authorization boundary: access follows department / role; the shared library is readable by all employees by default.
• Publish boundary: only published documents are searchable by agents; drafts are admin-only.
• Ingest quality: admins see whether content is usable by AI, not the file extension; OCR for scanned PDFs may finish shortly after upload.
• Usage advice: archive / delete sensitive or outdated materials promptly; re-publish after major content updates.

Disclaimer: knowledge base content is uploaded and maintained by the organization itself; its compliance and scope of authorization are the organization’s responsibility.

Last updated · July 2026 ｜ Next: Members & departments →