AI knowledge base
AI knowledge base: answers from your own documents.
Your team asks a question and gets the answer from manuals, policies and project files, with the exact source to check. That is how knowledge management with AI works in everyday use: small in a pilot first, then across the whole team.
asks in their own words
approved and up to date
+
AI
to check
decides
What you get
A knowledge base your team will actually use.
Outcome
Answers with sources
Your team asks in their own words and gets an answer from your documents, with a link to the exact passage.
Access
Everyone sees only what they may
We set the access rights together with you and test them before launch. Answers only draw on documents the person asking is allowed to see.
Home
Start small with a pilot
One team, one knowledge area, for example up to 50 documents and 30 test questions. Then you decide: expand, improve or stop.
Your effort
One person who knows the documents
They approve documents and rate the test answers. For a pilot, that is usually all it takes.
Scope and price are set in writing after we review your documents, before you commit. Development and ongoing operation are listed separately.
What it looks like
One question. One answer. The source with it.
An example from customer service, with sample data. The AI first finds the right passages in your approved documents and only then writes the answer. The technical term for this is RAG.
“A customer asks whether their P200 already needs maintenance after 1,500 operating hours.”
Maintenance every 2,000 operating hours or after 12 months at the latest, whichever comes first.Source: Maintenance_manual_P200.pdf, page 14
Replace the seals at the first maintenance.Source: Service_notice_2025-04.pdf
When the last maintenance took place is not in the documents. The knowledge base asks instead of guessing.
Your employee sends the answer to the customer, not the AI.
Example with sample data. Not every question needs RAG: for exact values such as dimensions, product data is often more reliable. When to use which is explained in our decision guide to RAG and search.
How it works
From pilot to everyday use in four steps.
01
Collect questions
Which questions does your team ask again and again? And where is the answer?
02
Check documents
What is current, and who may see what? Outdated material stays out.
03
Build and Test the Pilot
We build the knowledge base and test it with your questions.
04
Decide
Expand, improve or stop. Only then does it go into everyday use.
Is this right for you?
A knowledge base pays off when …
Frequent
… the same questions keep coming up
Your team regularly searches manuals, policies or project files.
Documents
… there are reliable documents
There are documents that are correct and can be approved for use.
Review
… someone can judge the answers
A subject expert can tell whether an answer is right.
Who is behind it
Advice and delivery from one source.
You talk to the person who actually builds your knowledge base.
Already in use
A real project
APIORIUM runs a multilingual website chatbot with its own knowledge base.
Personal
Martin Trixner
Has been building software and integrations since 2002 and is a certified AI-Automations-Manager.
Honest
Without AI, if that is enough
If a simple search is enough, we will tell you. Then you do not need AI for it.
Frequently Asked Questions
Frequently asked questions about AI knowledge bases.
Which documents can go in?
For example PDFs, Office documents, wikis, project folders or content from your document management system. What matters: they are current and may be used.
How do we know the answers are right?
First we agree on test questions and the correct answers together. Then we check: does the system find the right passage? Does the answer really say what the document says? Does it admit when something is missing? Even with a source, an answer can be off, so your team checks important ones against the original.
What does it cost?
That depends on the amount and type of documents, the number of users and the integrations. After reviewing your documents, you receive a written quote.
Do we have to start with a pilot?
No. If the use case, documents and requirements are clear, we plan the full solution straight away. If questions are still open, the pilot is the safer route.
Next Step
Which questions should your knowledge base answer?
Bring three typical questions from your team. In 30 minutes we clarify whether a knowledge base pays off and what a pilot could look like. In person with Martin Trixner, free and without obligation.