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Knowledge Base Pages in XTM One

This page complements Knowledge Bases in XTM One.

That guide explains what a knowledge base is for. This page explains what the knowledge base pages show and how to use them.

What you see in the sidebar

In the left navigation, this area appears as Knowledge.

The page title in the main content area is Knowledge Bases.

Knowledge list page

The list page is usually where you start.

You use it to:

  • search existing knowledge bases by name or description when you know the business topic but not the exact object name
  • filter by visibility to distinguish personal, shared, and company-managed collections
  • filter by tags to focus on one domain, team, investigation type, or document family
  • compare existing collections before creating a new one, which helps avoid duplicate knowledge silos
  • open a specific knowledge base and inspect whether it already contains the material an agent should rely on
  • create a new knowledge base when you have permission and a clear need for a separate searchable collection

The header includes:

  • the page title Knowledge Bases
  • a short description explaining that these are vectorized document collections used for RAG
  • New Knowledge Base

The filter row includes:

  • a search field
  • a visibility filter
  • a tag filter
  • a result count on the right

Each card helps you answer basic questions quickly:

  • what the knowledge base is called
  • what it is about
  • whether it is System, Company-managed, or shared
  • how many documents it contains
  • how many chunks are indexed
  • which tags are attached

Those details are especially helpful when you are deciding:

  • whether a knowledge base is large enough to be useful
  • whether it is actively maintained
  • whether it should be reused as-is or split into a more focused collection

Empty states on the list page

If nothing exists yet, the page shows an empty state inviting you to create a knowledge base from files, GitHub, Notion, or cloud storage.

If knowledge bases exist but the current filters remove them all, the page shows a simple No knowledge bases matching your filters message.

Knowledge base detail header

When you open a knowledge base, the header gives you immediate context:

  • back button to Knowledge Bases
  • large title with the knowledge base name
  • badges such as System managed, Company-managed, Shared, and Read-only
  • description under the title when available

The main header actions are:

  • Test Search
  • Re-embed
  • delete

These actions do not serve the same purpose:

  • \Test Search`` helps you judge answer quality before changing anything
  • Re-embed is a maintenance action used when the searchable index needs to be refreshed
  • delete removes the whole knowledge base rather than only one document

Test Search is disabled when the knowledge base has no indexed chunks yet.

Re-embed changes label when work is ongoing:

  • Re-embedding...
  • Syncing...
  • Processing...

Tabs on the detail page

Depending on the type of knowledge base, the detail page can include:

  • Overview
  • Documents
  • Import Sources
  • Configuration
  • Activity

Import Sources is hidden for system-managed knowledge bases.

Overview tab

The Overview tab is the fastest way to understand the current state of the knowledge base.

At the top, you see summary cards for:

  • document count, including ready, processing, and failed documents
  • chunk count
  • total query count
  • source type count

It also shows a general information card with:

  • description
  • embedding model
  • tags
  • created and updated timestamps

Below that, you see:

  • a Recent Documents list with status badges and chunk counts
  • an Agents Using card showing which agents are bound to this knowledge base

Documents tab

The Documents tab is the main content view.

This is where you can:

  • upload files
  • paste text as a new document
  • paginate through existing documents
  • download ready documents
  • delete documents when you have permission
  • reprocess documents that are stuck in pending, processing, or error

Open this tab when your real question is:

  • is the source content actually present
  • did ingestion fail
  • is the wrong file version still in the knowledge base

The UX includes two important dialogs:

  • Upload Files
  • Paste Text

The upload dialog supports drag and drop. The paste dialog asks for:

  • filename
  • markdown or plain text content

Each document row can show:

  • filename
  • status
  • chunk count
  • source type
  • source link when available
  • download action
  • delete action when editable

Import Sources tab

Use the Import Sources tab to manage automatic sync.

Configured source cards show:

  • source type
  • schedule
  • last sync status
  • last sync time
  • document count from the last sync
  • error message when a sync failed

That means the page is useful not only for setup, but also for day-to-day follow-up when someone asks why the knowledge base is not up to date.

Available per-source actions include:

  • Sync now
  • Force re-sync
  • Edit source
  • enable or disable
  • remove

The add-source section is card-based and currently exposes source types such as:

  • Website
  • Notion
  • OneDrive / SharePoint
  • Google Drive
  • GitHub Repository
  • GitHub Repository (Public)
  • Drata Policies

Some source types require a connected integration first. When that dependency is missing, the card stays visible but the action is disabled and the UI explains what is required.

When a source is being configured or edited, the form can include:

  • source-specific fields
  • integration picker when several connected integrations of the same provider exist
  • sync schedule selector

Configuration tab

The Configuration tab uses the same configuration pattern as the other resource pages.

In read mode, you can review:

  • name
  • embedding model
  • created date
  • description
  • system-managed notice when relevant

In edit mode, you can change:

  • name
  • description
  • tags
  • sharing settings

If you can manage the knowledge base, the same card also covers:

  • company-managed state
  • group sharing
  • group permissions

System-managed knowledge bases stay read-only in this area.

Activity tab

The Activity tab is the audit-style view for the knowledge base.

Open Activity when you want to confirm:

  • when content changed
  • whether a sync source ran recently
  • who edited the configuration
  • whether recent operations explain a change in answer quality

Banners and states that matter

The knowledge base UX uses several banners and badges to set expectations:

  • System managed means content is maintained automatically by the platform
  • built-in knowledge bases can make Documents read-only and redirect you toward Import Sources
  • Company-managed plus Read-only means you can view it but not change it
  • Shared means the knowledge base belongs to a shared group context rather than only to one person

Good habits on these pages

  • Start on Overview before editing anything.
  • Use Test Search before deciding that a knowledge base is weak.
  • Check Documents when results look incomplete.
  • Check Import Sources when freshness is the real issue.
  • Read the badges first, because they explain why some actions are missing.