> ## Documentation Index
> Fetch the complete documentation index at: https://guides.robylon.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Managing Your Knowledge Base

> Manage sources, tags, usage limits, and activate your KB Agent to deliver accurate, on-brand answers.

After adding sources, manage them from the **Knowledge** page. You’ll see:

* **Source Name** — file name, Q\&A title, or URL for quick identification
* **Status** — *Processing* (ingesting) or *Enabled* (active)
* **Source Size** — file size
* **Usage Count** — how often the AI used this source
* **Updated** — last update time

You can click any source to **edit**, **add/modify KB Tags**, or **preview content**.

<Tip>
  **Pro tip:** Keep titles consistent (e.g., “Policy • Returns • v2”) so they’re easy to find and maintain.
</Tip>

***

## KB Tags

**KB Tags** are **key–value pairs** (e.g., `department: billing`, `product: x`, `audience: internal`) that let you **route** and **scope** which sources the AI can use.

**Example:**\
For billing queries, workflows can be configured to **only search** documents tagged `department: billing`.

<AccordionGroup>
  <Accordion title="When to use tags">
    Use tags to separate internal vs external docs, products/SKUs, regions, or compliance levels. This keeps answers relevant and reduces noise.
  </Accordion>

  <Accordion title="Best practices">
    * Standardize keys (e.g., `department`, `product`, `audience`)
    * Keep values short and predictable (e.g., `billing`, `returns`, `pro`)
    * Use 1–3 tags per source for clarity
  </Accordion>
</AccordionGroup>

***

## Account Usage & Limits

Plans include limits on **total sources** and **storage size**.

* Monitor current usage at the top of the **Source** page.
* If you’re close to limits, plan a cleanup or consider an upgrade.

<Info>
  **Housekeeping matters:** Archive or disable stale sources to keep the index lean and fast.
</Info>

***

## Activate with the KB Agent

Open **KB Agent** from the left menu to connect instructions and sources:

1. Add **Custom Instructions** to guide **tone**, **format**, and **decision-making**.
2. Review the list of **active KB Sources** and confirm the scope aligns with your tags and workflows.

<Info>
  **Instruction hygiene:** Be explicit about **what to cite**, **what to avoid**, and **how to answer** (bullet points vs paragraphs, add links, etc.).
</Info>

***

## Q\&As and KB Gap

* **QnAs:** Create **canonical** Q\&A pairs for high-traffic questions.
* **KB Gap:** See questions the AI **couldn’t answer** with current sources—then fill those gaps with new docs or Q\&As.

<AccordionGroup>
  <Accordion title="Closing the loop">
    Review KB Gap weekly, add or tag missing sources, and update instructions if needed. This continuous loop boosts accuracy and deflection.
  </Accordion>

  <Accordion title="What makes a strong Q&A?">
    * One clear question per entry
    * Short, factual answer with links for depth
    * Consistent voice and formatting
  </Accordion>
</AccordionGroup>

***

## Checklist

* Sources added and named consistently
* Tags applied (department/product/audience)
* Usage & limits reviewed
* KB Agent instructions set and tested
* Q\&As created for top queries
* KB Gap reviewed and actioned weekly

<Check>
  **Next step:** Test with 10–15 real customer questions and iterate tags/instructions based on results.
</Check>