Knowledge Base

The Knowledge Base in Miyon contains the information your assistants should use to answer questions: for example, opening hours, services, directions, or return policies. You maintain this information centrally and select the appropriate sources for each assistant.

One library for your account

Every knowledge source belongs to your account’s shared knowledge base. It can be connected to one or more assistants. This also applies when you create a source directly in an assistant’s wizard: it is then available centrally and can be selected for other assistants. Creating a source and connecting it are two different steps:

Where do you create the source?	Where is it available afterwards?	Connection to an assistant
Knowledge Base in the sidebar	In the account’s shared library	Select it using Manage in the relevant wizard.
Behavior & Knowledge → Knowledge Base → Add in the wizard	In the same shared library	After a successful save, the new entry is connected to this assistant. Other assistants select it using Manage.

Example: Both a reception assistant and an appointment assistant use the FAQ collection “Opening hours & directions”. The appointment assistant also receives the text source “Appointment rules”. If your opening hours change, edit the shared FAQ collection once. Both connected assistants receive the new version the next time their knowledge is loaded.

“Shared” means within your account. Creating a source does not automatically activate it for all assistants. Each assistant has its own selection.

Four types of knowledge sources

Open Knowledge Base in the left sidebar. Here you create and manage sources independently of a particular assistant.

Knowledge Base with Add text, Add website, Upload file, and FAQ — The central knowledge base offers four types of sources.

Type	Suitable for	Content of one entry
Text	Short information, rules, and notices you maintain yourself	Freely editable text.
Website / URL	Information from a publicly accessible website	The saved content of a single page or a website scan.
File	Existing documents	Text read from a PDF, TXT, or Markdown file.
FAQ	Recurring questions with clear answers	A named collection containing multiple question-and-answer pairs.

The screenshots on this page show the German interface. Labels may differ depending on your selected application language.

Connect and disconnect sources in the wizard

Open an assistant and go to Behavior & Knowledge. The Knowledge Base section shows the sources connected to this assistant.

Knowledge Base in the wizard with the Add menu open: Text, URL, File, and FAQ — Use Add to create a new source directly in the wizard.

Connect existing sources

Open Manage

Click Manage in the Knowledge Base section. The overview contains your account’s sources, including those you created for other assistants.

Select sources

Search by name or type and check the entries you want to use. You can combine multiple sources and different types.

Apply your selection

Click Apply. The selected sources then appear in the assistant’s Knowledge Base section.

Manage Knowledge Base with a search field, checkboxes for File, FAQ, URL, and Text, and the Apply button — In this example, file-test is selected. Also check FAQ-test and click Apply to connect that collection as well.

Remove a connection

In the list of connected sources, click the broken-chain icon on the right. Alternatively, open Manage, uncheck the source, and click Apply.

Two connected knowledge sources with a disconnect icon on the right of each row — FAQ-test and file-test are connected. The icon on the right disconnects the corresponding source from this assistant.

Disconnecting does not delete the source. It remains in the shared library and connected to other assistants. You can reconnect it later.

View and edit content

Click a source’s name to open its content. For files and websites, check particularly carefully that the extracted information is complete and understandable. FAQ collections open the question-and-answer editor; for Text, File, and URL sources, you can review and edit the saved text.

Editing a source changes its shared content for all connected assistants. Deleting it in the central knowledge base removes the source and its connections. If you only want to stop using it for one assistant, disconnect it there.

FAQ: many questions in one collection

An FAQ collection is one knowledge source containing multiple questions and answers. You do not need a separate knowledge base entry for each question. Useful collections include “Opening hours & directions”, “Services & prices”, or “Appointments & cancellations”.

Create a collection and edit its name inline

Choose FAQ centrally or Add → FAQ in the wizard. The editor opens with an empty question. The title at the top is an input field: click directly on New FAQ collection or the existing name and enter the name you want. Press Enter or click outside the title to confirm it; press Esc to discard a name change you have not yet confirmed.

FAQ editor with the inline-editable collection name, Question, Answer, the enabled Add another question switch, and the Save and Done buttons — New FAQ collection can be edited directly at the top. Add another question at the bottom controls what happens after Save.

Enter a question and answer

Phrase the question as a customer might ask it and enter a clear answer. Both fields must be filled in.

Save the question

Click Save within the question. The question is saved with the collection. The first save creates the new collection; in the wizard, it also connects it to the current assistant.

Add more questions or finish

Add further question-and-answer pairs or close the editor with Done. Previously saved questions are retained.

For a new collection, the name is saved together with the first question. For an existing collection with no question open, a confirmed name change is saved directly. If you are currently editing a question, save the name together with that question using Save.

What does “Add another question” do?

The switch is enabled by default. It only controls the next editing step after a successful click on Save.

Setting	What happens after Save?	When is it useful?
On	The current question is saved and a new, empty question opens immediately.	When you want to enter several questions in a row.
Off	The current question is saved and collapses into a row. You return to the question list.	When you add or correct a single question.

The switch does not enable or disable a question for the assistant. All saved questions in a connected collection belong to its knowledge. You can start another question at any time with Add question.

Save saves your input. Done closes the editor without additionally saving an open draft. Save a new or changed question first. Cancel within a question discards its unsaved changes.

Maintain existing questions

Click a collapsed question, edit the question or answer, and click Save. Use the trash icon to remove a question-and-answer pair. A saved collection needs at least one complete pair; if you no longer need the entire collection, delete its entry in the central knowledge base.

Each question should address one specific topic. Include all necessary details in the answer, such as weekdays, times, and exceptions. Resolve conflicting answers across connected sources.

File: upload documents

Choose Upload file centrally or Add → File in the wizard. Drag files into the upload area or click Choose file.

Upload file dialog with Name, a drag-and-drop area, and the note PDF, TXT, Markdown, maximum 15 MB per file and 10 files or 50 MB total — The upload shows supported formats and limits for a single file and a combined selection.

Supported formats and sizes

Format	File extensions	Notes
PDF	`.pdf`	Use documents with selectable, extractable text.
Text	`.txt`	Plain text, preferably saved as UTF-8.
Markdown	`.md`, `.markdown`	Structured text with headings and lists.

Limit	Maximum
Per file	15 MB
Files per upload	10
Total size per upload	50 MB

Word, Excel, CSV, and image files are not supported by this upload. Transfer the relevant content into a supported format first. For a single file, you can change the suggested name. With multiple files, each file becomes a separate knowledge source, named after its filename. In the wizard, successfully created sources are connected to the current assistant. Click Save and wait until uploading and processing finish. 100% uploaded initially means that the transfer is complete; processing may still be running. If individual files fail, check the displayed filenames and errors. Successfully created entries are retained, so do not upload the entire batch again.

What is used from the document?

The assistant receives the extracted text, not the original page layout. Images, graphical tables, and scanned pages without a text layer are not reliable knowledge sources. If necessary, use OCR to make a scanned PDF searchable first, then check the imported content. In addition to file size, the amount of extracted text is checked. A document below 15 MB can therefore still be too large. Follow the displayed error message rather than a fixed PDF page count. Shorten such documents to the information the assistant needs or split them by topic.

Text: enter information directly

Choose Add text or Add → Text in the wizard. Give the source a descriptive Name, write or paste its Content, and click Save.

Add text in the wizard with Name and Content fields and a note about the automatic connection — Text created in the wizard is stored centrally and connected to this assistant.

Text is suitable for company information, participation terms, or temporary notices, for example. Use short paragraphs and clear headings. For many individual questions and answers, an FAQ collection is easier to maintain. You can edit the text later by opening its entry. The change applies to every assistant using that source.

Website / URL: import content

Website sources contain a saved snapshot of the extracted website. The assistant does not open the page live on the internet for every question. The central Knowledge Base → Add website dialog offers two methods. The compact Add → URL form in the wizard imports a single page. To scan multiple pages, use the central knowledge base and connect the result in the wizard afterwards.

Single page

Choose Single page, enter a name and the specific page address, for example example.com/oeffnungszeiten, and click Save. Content is read from that URL without automatically importing the entire website.

Entire website: advanced scraping

Choose Entire website when the information you need is spread across several subpages. This advanced method discovers pages on the website and prepares the relevant content it finds.

Enter the name and website

Enter a name and the starting address.

Limit the page count

Set the desired upper limit under Maximum pages. You can choose between 1 and 100. A higher number does not guarantee that this many pages will be found and processed.

Start the scan and review the result

Click Start scan. Progress is displayed in the knowledge base. After successful completion, the result is available as one website source. Open and review its content before connecting it to assistants.

Advanced website scraping with Entire website mode, a Maximum pages slider, and Start scan — Entire website adds a page limit and starts a background scan.

A website scan creates a URL source. It does not create an editable FAQ collection with individual question-and-answer pairs.

Update content with “Re-scrape”

If your website changes, click Re-scrape on the existing entry. The content is read again while the entry and its connections are retained. For a source created by an entire-website scan, the advanced method runs again.

Website source with URL, date of the last scrape, and the Re-scrape button — Re-scrape updates the existing source. The date shows the last saved version.

Review the new content afterwards. If you previously added manual edits to the imported text, re-scraping may overwrite them. Maintain your own permanent additions in a separate Text or FAQ source instead.

A website must be accessible for extraction. Sign-in requirements, access protection, or blocked automated requests can prevent an import. In that case, add the information you need as text or a supported file. Even after a successful scan, check that all important content is present.

Keep knowledge current and manageable

Select appropriate sources: Connect only the knowledge that a particular assistant needs. Merely having a source in the library is not enough.
Maintain shared content centrally: Update the existing source instead of creating copies for every assistant. Use separate sources for information that differs, such as details for different locations.
Test changes: Start a new test conversation after saving. Voice assistants load the saved knowledge when a new conversation is set up; editing does not retroactively update an ongoing conversation.
Separate knowledge from instructions: Facts belong in the knowledge base. Describe response style, what to do when information is missing, and workflows in the assistant’s instructions. Connected sources are provided automatically as additional context; no manual prompt placeholders are needed.
Keep content concise: Avoid duplicate or conflicting text. File size and text length are different limits; the application tells you when content is too extensive.

Context budget

The main instruction and the connected knowledge sources are sent to the language model together on every conversation. The wizard shows a yellow or red icon in the header of the main instruction as soon as this context reaches the recommended size. What is counted, how Standard and Realtime Conversation differ and how to stay within the budget is described under Context budget.

Frequently asked questions

Why doesn't my assistant know an existing source?

Under Behavior & Knowledge → Knowledge Base, check whether the source is connected to this assistant. If necessary, select it under Manage and click Apply. Also check its saved content and start a new test conversation.

Do I need to create a source again for every assistant?

No. Select the same source for additional assistants under Manage. A source originally created in the wizard is available there too. A copy only makes sense when the content needs to differ independently.

Can I connect only part of an FAQ collection?

A connection applies to the entire collection. Add another question only controls data entry in the editor. If assistants should receive different questions, divide them into suitable collections.

Why is a small PDF rejected or only partially read?

In addition to the 15 MB per-file limit, there are limits on extracted text. PDFs also need an extractable text layer. Check the error message, test whether you can select text in the PDF, and review the imported content. OCR beforehand may help with image-based documents.

Is a website opened again for every answer?

No. A URL source contains the saved import. Use Re-scrape to bring in website changes. If the assistant needs current data for an individual request, use a suitable tool.

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One library for your account

Four types of knowledge sources