Document Management & Knowledge Base

The RoxWhy AI Notebook allows you to upload and organise your study materials, creating a personalised knowledge base that the AI can reference when answering your questions. This guide explains how to manage your documents effectively.

Understanding Search Spaces

In RoxWhy, documents are organised into Search Spaces. A Search Space is like a project folder that contains related documents and conversations. For example, you might create separate Search Spaces for different courses, research projects, or subjects.

When you ask the AI Researcher questions, it will search for information within the currently active Search Space.

Creating a New Search Space

To create a new Search Space:

1. Look for a "New Search Space" or "+" button in the sidebar or main interface 2. Click it and provide a name for your new Search Space (e.g., "Biology 101" or "Research Project") 3. Confirm to create the space

Switching Between Search Spaces

To switch to a different Search Space:

1. Find the Search Space selector in the sidebar or top navigation 2. Click on it to see a list of your available Search Spaces 3. Select the one you want to activate

When you switch Search Spaces, both your available documents and conversation history will change to match the selected space.

Uploading Documents

You can upload various document types to build your knowledge base:

Supported File Types

• PDF files (.pdf)
• Word documents (.docx, .doc)
• Text files (.txt)
• PowerPoint presentations (.pptx, .ppt)
• Excel spreadsheets (.xlsx, .xls)
• Markdown files (.md)
• And more depending on your subscription level

How to Upload

1. Navigate to the Documents or Library section in your AI Notebook 2. Look for an "Upload" button or drag-and-drop area 3. Select files from your computer or drag them into the designated area 4. Wait for the upload and processing to complete

Once uploaded, the AI will process your documents to make their content searchable and available for reference during conversations.

Document SiseLimits

Depending on your subscription plan, there may be limits on:

• Maximum file sise(typically 10MB per file)
• Total storage space across all Search Spaces
• Number of documents per Search Space

Check your account settings or subscription details for specific limits.

Organising Your Documents

Deleting Documents

To remove a document from your knowledge base:

1. Find the document in your library 2. Click on the options menu 3. Select "Delete" 4. Confirm the deletion when prompted

Note that deleting a document will remove it from the AI's knowledge base, and it will no longer be referenced in future conversations.

Using Documents in Conversations

Once documents are uploaded to a Search Space, the AI Researcher will automatically reference them when answering questions related to their content.

Explicit Document References

You can explicitly ask about content from specific documents:

Example: "What does my Biology textbook say about mitochondria?"

The AI will prioritise information from the document that appears to be a Biology textbook in your current Search Space.

Viewing Document Citations

When the AI uses information from your documents, it will often provide citations or references to the source material. This helps you track where information is coming from and verify it if needed.

Document Previews

In some cases, you may be able to view document previews directly in the chat interface when the AI references specific sections. This feature depends on your subscription level and the platform version.

Best Practices for Document Management

Organias by Subject or Project

Create separate Search Spaces for different subjects, courses, or projects to keep your knowledge base organised and relevant.

Use Descriptive Filenames

Rename uploaded files with clear, descriptive names that indicate their content (e.g., "Biology_Textbook_Ch5_Cell_Structure.pdf" instead of "Chapter5.pdf").

Upload Comprehensive Materials

For the best results, upload complete documents rather than fragments. For example, upload entire book chapters or complete articles rather than individual pages.

Regular Maintenance

Periodically review your document library and remove outdated or irrelevant materials to keep your knowledge base current and focused.

Combine with Web Search

Depending on your subscription, the AI may be able to supplement information from your documents with web search results. This provides a more comprehensive answer when your documents don't contain all the necessary information.

Next Steps

Now that you understand how to manage your documents, learn how to generate learning content from your conversations in the Content Generation Overview guide.