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Tools → Knowledge Store Manager

About the Knowledge Store

The Knowledge Store is the central place to create and manage knowledge stores. A knowledge store is a repository that organizes unstructured content, such as policies, product documentation, and exported pages, and makes the uploaded files searchable. When you enable a knowledge store for AI chat, Incorta Nexus retrieves relevant content from the store to answer user prompts.

For information about how knowledge stores power semantic search and retrieval-augmented generation, refer to Concepts → Incorta RAG.

Note
  • The Knowledge Store Manager is available starting 2026.3.0.
  • To enable the Knowledge Store Manager, refer to Guides → Configure Server.

Knowledge Store Manager Access Permissions

  • Users with the SuperUser, Schema Manager, or Schema User role can access and manage knowledge stores..
  • To access the Knowledge Store Manager, in the Navigation bar, select Content > Knowledge Store.

Knowledge Store Anatomy

The Knowledge Store consists of the following:

Action bar

The Action bar includes the + New menu. Select it to open the Create New Knowledge Store dialog.

Search and Filter bar

The Search and Filter bar enables you to locate specific knowledge stores and includes the following components:

ControlDescription
Filter by nameSearch box that filters the list by knowledge store name.
OwnerDrop-down list that filters the knowledge store by Owned by me, Not owned by me, or Specific user.
Item countThe number of knowledge stores in the list, for example, 11 Items.
RefreshIcon that refreshes the list view and updates the processing status of each knowledge store.

List view

The list view shows the available knowledge stores that you own or that other users shared with you. Each row includes the following columns:

PropertyDescription
NameThe knowledge store name.
Select the column header to sort the list by name.
Select the expand arrow (>) next to a knowledge store to view its folders and files.
DescriptionThe knowledge store description, if available.
StatusThe processing status of the knowledge store files:
  ●   Processing
  ●   Completed
  ●   Pending
  ●   Failed
  ●   Unknown
Use the Filter icon to filter the knowledge stores by status.
DetailsThe number of files and the total size of the knowledge store, for example, 4 files - 1.07 MB.
Last ModifiedThe date and time of the last change, and the user who made the change.
Show in AI chatToggle that indicates whether the knowledge store content is available to Incorta Nexus.
Created ByThe user who created the knowledge store.
EditThe Edit icon opens the Edit Knowledge Store dialog to modify the following:
  ●   Name: Edit or rename the knowledge store.
  ●   Description: Add or update the knowledge store description field
  ●   Enable AI Chat: Toggle on this option to include the files in Incorta Nexus chat.
  ●   Show selected only: Toggle on this option to view only the files that the knowledge store currently includes.
Vertical Ellipsis (⋮)The More Options (⋮) menu allows you to perform the following:
  ●   Add Files: Add existing files or upload new files to the knowledge store.
  ●   Reprocess: Re-embed the knowledge store files, for example, if the initial embedding failed.
  ●   Share: Share the knowledge store with users or groups.
  ●   Delete: Remove the selected knowledge store.
Note

When you expand a knowledge store, the list view shows its folder hierarchy. Each folder shows the number of files and total size, and each file shows its own processing status and last modified date. Use the file-level status to identify which files failed processing.

Knowledge Store Manager Actions

Using the Knowledge Store Manager, you can perform the following actions:

Create a knowledge store

  1. In the Action bar, select + New.
  2. In the Create New Knowledge Store dialog, configure the following properties:
PropertyDescription
NameEnter the knowledge store name.
DescriptionOptional. Enter a description of the knowledge store content.
Enable AI ChatEnable this property to make the knowledge store content searchable through Incorta Nexus chat.
Select data filesIn the Local data files tab, select the files and folders to include in the knowledge store.
Use the Search box to find files by name.
To add new files, select + Upload files.
Select an EmbedderIn Advanced Settings, use the Select an Embedder drop-down list to choose the embedder that processes and indexes the knowledge store files. The list displays the embedders configured for your cluster.
  1. Select Save.

The new knowledge store appears in the list view with the Pending status. After processing finishes, the status changes to Completed or Failed. Select Refresh to update the status.

Add files to a knowledge store

  1. In the list view, for the knowledge store, select More Options (⋮) > Add Files.
  2. In the Add Files to Knowledge Store dialog,
    • Select the files and folders to add.
    • Use the Search box to find files by name
    • Enable Show selected only to review your selection.
  3. Or, select Upload files to upload new files.
  4. In the Upload Files dialog, in the Upload to Folder drop-down list, select the destination folder. The default folder is Root.
  5. Drag and drop your files, or browse for files.
  6. Select Add.

The uploaded files appear in the Local data files list, where you can select them for the knowledge store.

Notes
  • The maximum file size is 2 GB per file.
  • Knowledge stores support the following file types: .csv, .tsv, .tab, .txt, .md, .log, .xlsx, .json, .xml, .kml, .kmz, .pdf, .doc, .docx, .ppt, .pptx, .rtf, .html, .png, .jpg, .jpeg, .gif, .svg, .tif, .tiff, .wav, .mp3, .mp4, .mov, .avi, .zip, and .gzip.

Reprocess a knowledge store

Re-embed the knowledge store files, for example, if the initial embedding failed when creating the knowledge store.

  1. In the list view, for the knowledge store, select More Options (⋮) > Reprocess.
  2. To monitor progress, select Refresh and review the Status column.

Share a knowledge store

  1. In the list view, for the knowledge store, select More Options (⋮) > Share.
  2. In the Share dialog, in the With text box, enter the name or email of a user or group, and then select the user or group.
  3. Select the access level icon, and then select Can View, Can Share, or Can Edit.
  4. Select Share.

The Share dialog lists the users and groups that have access to the knowledge store, including the owner.

Delete a knowledge store

  1. In the list view, for the knowledge store, select More Options (⋮) > Delete.
  2. Confirm the deletion.
Important

Deleting a knowledge store removes its content from AI chat. Thus, Incorta Nexus no longer uses the knowledge store content to answer prompts.