Overview

In SquadOS, Knowledge Bases is where you organize content that agents can search or receive during a conversation. In the admin panel, open Knowledge Bases. Access to this section requires the bases.view permission.

What is in the knowledge area

Each tab has a different purpose:

Tab	What it is for	When the content reaches the agent
Vector Bases	Organizes searchable text, FAQs, and documents.	Only when the agent searches a connected base.
AutoLearn	Collects questions the agent could not answer from the bases.	It does not send content to the agent; it creates a review queue.
Contexts	Stores short blocks of fixed information.	A connected block is sent in full on every reply.
Files	Organizes documents that agents can read, search, and archive.	This depends on the flow that uses the file. The tab is in preview and may not appear for your organization.

Use Contexts for short rules or facts that must accompany every reply. Use a vector base for larger material that should only be searched when relevant. See also Learning Opportunities (AutoLearn).

What the base list shows

The Vector Bases tab includes a name search and shows the following for each base:

• name and description;
• number of items;
• total size in tokens;
• last updated date.

Select the base row on desktop, or its card on mobile, to open its items. The list has no row actions: renaming, editing the description, and deleting a base happen inside the base itself.

If several bases that you know contain content appear at the same time with 0 items and 0 tokens, reload the page and open one of them to verify its content. The current list can turn a failure while loading totals into zeroes; those numbers alone do not prove that a base is empty.

Create a base

You need bases.write to create or edit a base.

1. On the Vector Bases tab, select New Base.
2. Read the Create new knowledge base confirmation and select Create base.
3. SquadOS creates the base without requesting fields at this stage and opens its page.
4. Edit the name and description directly in the base header.
5. Add documents or text and wait for every item to finish processing before testing the agent.

The initial name is generated in the interface language, such as Knowledge Base #1. The number considers existing generic names in both Portuguese and English across the organization. Deleting a base also requires the bases.delete permission; the action is in the menu inside the base.

Write a specific description. The agent receives the names and descriptions of connected bases and uses this catalog to decide where to search. A base without a description provides only its name as a clue.

How search works

SquadOS processes base items into searchable excerpts. In the current default strategy, a query combines semantic vector search with term-based text search, merges and reranks the results, and gives the agent only the selected excerpts. If the hybrid strategy is unavailable, the runtime falls back to the legacy vector search.

This is RAG (Retrieval-Augmented Generation): the entire base is not attached to the prompt. A successful tool execution also does not guarantee that the right excerpt was found. Clear titles, processed content, and terms customers actually use improve retrieval. Test real questions and verify both what the agent found and what it failed to find. See the Search Knowledge Base tool limits and troubleshooting guide.

Connect the base to an agent

Creating and filling a base does not connect it automatically.

1. Open the agent that should search the content.
2. Go to Knowledge.
3. Under Knowledge bases, select one or more bases.
4. Optionally, write a rule that applies only to this agent.
5. Save the agent changes.

At least one base must be selected. Once that is true, the native search tool is enabled automatically; it is not added from Tools. Follow the detailed steps in Connecting to Agents.

Base, context, or prompt?

• Use the system prompt for behavior, tone, boundaries, and decision-making process.
• Use a vector base for large, searchable content such as policies, catalogs, manuals, and procedures.
• Use a context for short information that must accompany every reply, even when no search occurs.

Do not rely on the prompt alone to store an entire manual, and do not use a base to hide a safety rule the agent must follow in every message.

Validation checklist

Before putting the agent into service:

1. confirm that all items have finished processing;
2. give the base a name and description that distinguish its content;
3. organize the items and remove conflicting versions;
4. connect only the bases the agent needs;
5. ask questions using the language real customers use;
6. inspect the returned sources and also test a question the base should not answer.