Working with Files in the Internal Knowledge Assistant

Where Files Come From

The Internal Knowledge Assistant works with documents from:

• Your company’s Knowledge Base

• Connected document systems such as SharePoint or Google Drive

• Other connected document systems (when integrated)

These documents are available to the assistant based on your organization’s configuration and access permissions.

Searching Across Company Documents

By default, the Internal Knowledge Assistant searches across all available internal documents to find the most relevant information.

You can ask questions such as:

• “What is our vacation policy?”

• “Show me termination clauses in vendor contracts.”

• “Find all mentions of data security in our employee handbook.”

The assistant analyzes the documents and returns answers based on the most relevant sections.

Using the Search File Option

When you want to work with specific documents only, you can use the Search File option.

Use Search File when:

• You want to limit results to one or more selected documents

• You are working with large document sets

• You need precise answers from a specific file

After selecting a document, the assistant focuses only on that file when answering your question.

Exact Citations and References

All answers provided by the Internal Knowledge Assistant include exact citations, such as:

• Document name

• Section or paragraph

• Page number (when available)

You can click a citation to open the source document and review the original content.

Permissions and Access

The Internal Knowledge Assistant respects your organization’s document permissions:

• Users can access only documents they are allowed to view

• Role-based access is inherited from connected systems

• Citations and answers reflect these permissions

This ensures sensitive information is handled correctly.

Key Differences from Chat File Uploads

File handling in the Internal Knowledge Assistant differs from the General Assistant:

• Files are persistent, not temporary

• Documents are shared across conversations

• Files are managed centrally, not uploaded per chat

• Answers always include citations

If you need to analyze a one-off file quickly, use the General Assistant instead.

💡Power Move: Integrating with Your SharePoint

Benefits

• No manual upload of documents to the Knowledge Base is required

• Your Internal Knowledge Base gets context from your entire SharePoint

• Role-based access is inherited from Entra ID, and document-level permissions are respected in AI responses

How to Get It

To connect your AI Assistant to SharePoint, Google Drive, or another file server, contact:

• Your company’s administrator, or

• Moterra’s representative at support@moterra.ai

Best Practices

• Use Search File when working with specific documents

• Ask focused questions for more precise answers

• Request exact sections or clauses when needed

• Start a new chat when switching to a different task

These practices help improve accuracy and relevance.

💡 Chat uploads support files up to 25MB.
Knowledge Base uploads support files up to 50MB.

What to Read Next

• Finding Information and Using Citations

• Comparing Company Documents

• Best Practices for Internal Knowledge Queries