Add knowledge to a ClearCo app custom agent

Create a company-specific knowledge library so your custom agent can answer questions using your actual policies and provide reliable source citations. Grouping related files into focused libraries helps improve answer accuracy and makes it easier for other administrators to reuse the same content across multiple agents.

Before you upload files, decide which documents belong together. Group related files into one library by topic so the agent does not mix unrelated rules. For example, keep health insurance and retirement documents in one library, and keep IT security procedures in a separate library.

NOTE

The ClearCo app and the LMS do not share workspaces. This guide covers knowledge libraries for the ClearCo app only. These libraries are not available to custom LMS agents.

Open the knowledge workspace in Agent Studio

Go to the Agent Studio to create the document library for your agent.

 

From Agent Studio, select Knowledge Contexts, then select Add Context.

Define the library identity

Choose a clear name and description so other admins know what the library contains and when to use it.

1. Enter a clear title in the Context Name field.
2. Enter a summary in the Context Description field that explains what files are included and what the library supports.

Use these paired examples to guide your setup:

• Pair the title US Benefits Policies with a description like "Contains medical, dental, vision, and retirement documents for US employees."
• Pair the title IT Help Desk Procedures with a description like "Includes password reset steps, device setup guides, and common IT support policies."

TIP

Build each library around one topic. For example, keep HR benefits files in one library and IT support guides in another. This helps the agent give more accurate answers.

NOTE

The system creates a unique Context UID code for internal troubleshooting. External API connectivity is not supported in the current release.

Upload company documents

Add your company documents to give the agent the information it needs to answer questions correctly. This helps employees get faster, more trustworthy answers and lets them check the source themselves when needed.

1. Drag and drop your documents into the upload area. The platform accepts MP3, MP4, MOV, PPTX, DOCX, and PDF files.
   • Examples:
     • employee handbook PDF
     • paid time off policy DOCX
     • security awareness training PPTX
     • onboarding video MP4
2. Wait while the system processes the files. This usually takes 10 to 15 minutes, but it can take up to an hour for larger or more complex files.
3. Confirm that the status changes to Not Published when processing is complete.

TIP

Upload files that are current, specific, and easy to read. For example, use your latest approved travel policy instead of an old draft.

 

NOTE

If a file upload stalls or shows a processing error, refresh your browser and clear your network cache before you try again.

Review files for accuracy

Check the specific details of your uploaded documents so you know the data is accurate. You can easily edit the automated file data to prevent the agent from sharing wrong answers with your team.

1. Open the three-dot menu next to the file you want to review and select Edit.

   

2. Update your display settings to help keep internal teams aligned on 
3. Review Metadata to ensure the AI accurately summarized your document. You can make edits to this summary.

Publish files to active agents

Files stay unpublished by default. This gives you time to review them before they become available to users. Once a file is published, it cannot be unpublished. It can only be deleted.

1. Select the uploaded file from the list.
2. Change the file status to Published to make it available to any active agent connected to that knowledge library.

Example: If you publish a new Remote Work Policy file to your Company Policies library, any agent connected to Company Policies can start using it right away in its answers.

WARNING

If you delete an uploaded file, it is removed from the shared knowledge library for all connected agents. For example, if you delete a benefits guide, agents that use the associated knowledge context will no longer be able to cite the guide.

Add prompt collections

Add predefined prompts to help employees know what to ask. This makes the agent easier to use and can improve adoption.

From Add Prompt Collection, enter common questions or targeted prompts that you want to show in the chat window.

Examples:

• What is our remote work policy?
• How do I request paid time off?
• Where can I find the travel reimbursement process?
• What should I do if I forget my password?
• What benefits are available to part-time employees?

 

TIP

Write prompts that match the files in the library. For example, if the library contains HR policy documents, use HR-related questions instead of IT support questions.

Next steps

• Connect your new knowledge library to an agent in Build custom agents for ClearCo app.
• Review the safety boundaries in How ClearCo agents keep you in control.