Knowledge
An AI model knows a little about everything and nothing about your work. What makes your AI tools answer like you, follow your method and get your prices right is the material you give them: your programmes, your frameworks, your FAQs and policies, the way you write.
That material lives in Knowledge (in the sidebar, under Assets): your workspace’s folders and files, like a shared drive. You add it once, and every agent gets the part its job needs, whether you chat with it, run it in a workflow, or publish it as a chatbot for your clients.
Used MindPal before 5 November 2026? Everything your agents knew is now in Knowledge, in the same folders, and your agents still use it. Nothing was deleted. Agents no longer save memories: what they saved is in Former memories, which no agent reads. Loose items are in Recovered, and public note links no longer work.
How to think about it
Picture a new assistant on their first day. You’d hand them two kinds of things:
- A few pages to keep on the desk. Your rules, how you write, your current prices. Short things they must never get wrong, so they read them before every reply.
- A shelf to look things up on. Course transcripts, long guides, past proposals, your help pages. Too much to read every time, so they check the shelf when a question needs it.
Knowledge works the same way. For every file or folder you give an agent, you choose how it’s read:
| Mode | What the agent does | Use it for |
|---|---|---|
| Always | Reads the whole file before every reply | Rules, how you write, short references |
| On demand | Sees the file’s name and description, and opens or searches it when a question needs it | Long documents, and folders with many files |
With On demand, the agent’s shelf is like a binder’s table of contents: it sees the names and descriptions of its files, picks what to open, and finds the passages that answer the question. That’s why clear names and descriptions matter: they’re how the agent knows where to look.
Keep the desk small. Short things the agent must follow in every reply go on Always; everything else goes on On demand.
An example
A coach builds a client assistant. Their Knowledge has a few folders, and the assistant is given:
| What | How it’s read |
|---|---|
Writing/How we write: tone, words to use and avoid | Always |
Policies/Refunds and booking: one page | Always |
Programmes: the course’s module plans and transcripts | On demand |
FAQ: the help centre’s pages, imported | On demand |
Playbooks/Discovery call: a skill | On demand |
Every answer sounds like the coach and respects the refund policy. When a client asks about week 6, the assistant opens that module. When someone wants to book a first call, it follows the discovery call steps.
What you can keep in Knowledge
- Files you upload: PDFs, Word documents, slides, spreadsheets, text, images, and audio or video, which MindPal transcribes. MindPal reads the text out of each file so agents can use it.
- Web pages: pages from your website or help centre, and YouTube videos, which MindPal transcribes. Add them with Import web pages, one address per line.
- Documents you write in MindPal: your rules, FAQs, offers, how you write.
- Skills: the steps you follow for one kind of task, such as a discovery call or a sales page review, written once so agents follow them when that task comes up. A skill’s description says what it does and when to use it, and that’s how agents choose it, so name the task and the words people use for it.
- Folders: by topic, client, offer or programme, at any depth.
Set up an agent’s knowledge
Put your material in folders by topic
Open Knowledge and create folders the way you’d explain your business to someone: Programmes, Pricing, Client onboarding, Writing. Upload, import or write your files into them. You can drop files and folders straight onto the page.
Name and describe things plainly
Name files for what they are: Refund policy, not doc_final_v3. Give longer files a short description of what’s in them and when to open them, such as “The 12-week programme’s module plan, with the outcome of each week”.
Give the agent its files
Open the agent, go to its Knowledge tab and click Add. Pick the files and folders its job needs, choose Always or On demand for each, then click Update agent. Short documents you wrote start as Always; uploads, web pages and folders start as On demand.
A folder gives the agent everything in it, including subfolders and files you add later. You can also type @ in the agent’s instructions to mention a file right where it matters, such as “Follow @Discovery call for every first call”; mentioning a file gives it to the agent.
Keep an eye on the meter
The Knowledge tab shows how many words the agent reads before every reply, out of about 6,000. Past that it warns you, because reading so much every time makes answers slower and more expensive. Switch long files to On demand.
Test it with a real question
Chat with the agent and ask something only your files can answer, the way a client would ask it. If the answer doesn’t match your material, the fix is usually a clearer name or description, or a file the agent hasn’t been given.
Use it everywhere
- For your clients and audience: publish the agent as a chatbot and it answers visitors from the files you gave it, with links to its sources. Only give a public agent files you’re happy for visitors to learn from.
- In your own chats: attach a file to a message, or pick one with Add from Knowledge. An attached file is used in that conversation; click Also save to Knowledge on its card to keep it.
- In workflows: an Agent or Chat step uses what its agent knows, plus any files you add under Knowledge for this step. Give a step the files only that step needs.
Keep it up to date
Change a file once, and every agent that uses it works from the new version from its next reply.
- Documents: edit them in MindPal.
- Uploads: open the file and choose Replace file….
- Web pages: MindPal keeps the page as it was when you imported it. Choose Refresh when the page changes.
- Trash: a file you move to the Trash stops being used everywhere at once. It stays there for 30 days in case you need it back.
When a file can’t be read
After you upload a file, it shows Reading… while MindPal reads it. Then it shows what agents read of it, such as “42 pages, about 18,000 words”. If something goes wrong, the file says what happened and what to do:
| You see | What to do |
|---|---|
| Couldn’t read it yet, trying again. | Nothing: MindPal tries again on its own |
| Reading this file didn’t finish. Try again. | Click Try again |
| No text found in this file. | Often a scanned document or a picture of text. Upload a version with real text, or write it out as a document |
| This file couldn’t be read. | Check it opens on your computer, or upload it in another format |
| This file is too large to read. | Split it, or upload a smaller version |
| This kind of file can’t be read. | Upload it as a PDF, Word, slides, a spreadsheet or text |
| The original file is missing. | Upload it again |