Organize Your Knowledge¶

DeskAgent uses a knowledge base to understand your business. The more context you provide, the better the AI can help you.

Why Add Knowledge?¶

An AI without company knowledge is like a new employee on day one: motivated but clueless. The knowledge base turns DeskAgent into your assistant who knows your business.

The Difference in Practice¶

What the Knowledge Base Enables¶

• Email replies in your company's style
• Create quotes with correct prices and article numbers
• Answer customer questions based on your FAQs
• Coordinate appointments with knowledge about your team
• Check invoices against your supplier data

Folder Structure¶

All knowledge files live in the knowledge/ folder:

knowledge/
├── company.md      ← Your company information
├── products.md     ← Products, services, and pricing
├── faq.md          ← Common questions and answers
├── customers.md    ← Key customer information
└── templates.md    ← Email templates and signatures

What to Include¶

How to Add Knowledge¶

Option 1: Manual Editing¶

1. Navigate to your knowledge/ folder
2. Create or edit .md files with a text editor
3. Use simple Markdown formatting
4. Restart DeskAgent to load changes

Option 2: Let DeskAgent Do It¶

You can also manage your knowledge base directly through DeskAgent:

"Create a new knowledge file products.md with our current price list"
"Add the new team member Anna to company.md"
"Update the FAQ with the question about refunds"

DeskAgent has built-in tools to read, write, and update knowledge files. Just describe what you want to add or change.

Example Files¶

company.md¶

# Company Information

- **Name:** Acme Corp
- **Address:** 123 Main Street, 10115 Berlin
- **Phone:** +49 30 12345678
- **Email:** info@acme.com
- **Website:** www.acme.com

## Team

| Name | Role | Email |
|------|------|-------|
| Max Mustermann | CEO | max@acme.com |
| Anna Schmidt | Sales | anna@acme.com |
| Tom Weber | Support | tom@acme.com |

## Bank Details

- **Bank:** Deutsche Bank
- **IBAN:** DE89 3704 0044 0532 0130 00
- **BIC:** COBADEFFXXX

products.md¶

# Products & Services

## Software Licenses

| Product | Price | Article # | Description |
|---------|-------|-----------|-------------|
| Pro Edition | €999 | PRO-001 | Full features, 1 user |
| Team Edition | €2,499 | TEAM-001 | Full features, 5 users |
| Enterprise | €4,999 | ENT-001 | Unlimited users |

## Services

| Service | Rate | Article # |
|---------|------|-----------|
| Consulting | €150/hour | SVC-CON |
| Training | €1,200/day | SVC-TRN |
| Support Package | €500/month | SVC-SUP |

## Bundles

- **Starter Bundle:** Pro Edition + 4h Consulting = €1,500
- **Business Bundle:** Team Edition + 1 day Training = €3,500

faq.md¶

# Frequently Asked Questions

## Licensing

**Q: Can I upgrade from Pro to Team Edition?**
A: Yes, you pay only the difference. Contact sales@acme.com.

**Q: Do licenses expire?**
A: No, licenses are perpetual. Only support requires renewal.

## Technical

**Q: What are the system requirements?**
A: Windows 10/11, 8GB RAM, 2GB disk space.

**Q: Is there a Mac version?**
A: Not currently. We recommend Parallels or Boot Camp.

## Support

**Q: How do I get help?**
A: Email support@acme.com or call +49 30 12345678.

**Q: What's the response time?**
A: We respond within 24 hours on business days.

templates.md¶

# Email Templates

## Signature

Best regards,
[NAME]

Acme Corp
Phone: +49 30 12345678
Email: info@acme.com
www.acme.com

## Standard Greeting (German)

Sehr geehrte/r [ANREDE] [NAME],

vielen Dank für Ihre Nachricht.

## Standard Greeting (English)

Dear [NAME],

Thank you for reaching out to us.

## Quote Introduction

Please find attached our offer based on your requirements.
This offer is valid for 30 days.

## Follow-up

I wanted to follow up on my previous email regarding [TOPIC].
Please let me know if you have any questions.

Why Maintain Knowledge?¶

Your knowledge base isn't a one-time setup - it grows with your business. Well-maintained knowledge means better results.

When to Update¶

The Maintenance Effort¶

• Initial setup: 30-60 minutes for basics
• Ongoing: 5 minutes when things change
• Quarterly: Quick review to ensure accuracy

Best Practices¶

How It Works¶

When you start DeskAgent:

1. All .md files in knowledge/ are loaded
2. The content becomes part of the AI's context
3. Every response can reference your knowledge

Subfolders¶

You can organize related knowledge in subfolders:

knowledge/
├── company.md
├── products.md
└── linkedin/           ← Subfolder for social media
    ├── style.md        ← Your LinkedIn writing style
    └── examples.md     ← Example posts

Subfolders are automatically included when loading knowledge.

Why Agent-Specific Knowledge?¶

Not every agent needs all your company knowledge. By assigning specific knowledge, you achieve:

Benefits of Filtering¶

Practical Examples¶

• Quote Agent: Needs prices and company data, but not LinkedIn templates
• LinkedIn Agent: Needs writing style examples, but not bank details
• Invoice Agent: Only needs article numbers and tax rates
• System Agent: Doesn't need any company knowledge at all

Configuring Agent-Specific Knowledge¶

You can specify which knowledge files each agent uses in config/agents.json:

{
  "create_offer": {
    "knowledge": "company|products"
  },
  "linkedin_post": {
    "knowledge": "linkedin"
  },
  "technical_agent": {
    "knowledge": ""
  }
}

Pattern Reference¶

Next Steps¶