Knowledge Library

Help Doowii understand your organization better by adding key instructions, definitions, and documents to improve response accuracy.

Doowii’s Knowledge Library enables account admins to provide tailored context that improves how Doowii understands and responds to user questions, and individual users to provide personalized context to customize how Doowii responses to their questions. This includes setting broad instructions, defining organization-specific terms, and uploading relevant documents.

Knowledge and context added through this feature influences responses across your organization, helping align Doowii’s AI with your data, language, policies, and reporting needs.

All users can edit and update their personal instructions, knowledge, and documents.

Only the account's system admins can access and edit the organization's instructions, knowledge, and document management details.

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Knowledge Library Page Overview

The Knowledge Library includes three main tabs, each with “Personal” and “Organization” sections.

The Doowii Knowledge Library

1. General Instructions

Use this tab to define broad instructions that shape every response Doowii gives. These are especially useful for setting consistent expectations across your institution or for a specific user.

These instructions support plain text only.

Recommended Uses:

• Response formatting: (e.g., date format: MM/DD/YYYY)

• Organizational terminology: (e.g., refer to “First-Year Students” as “Freshmen”)

• Basic filters: (e.g., always exclude withdrawn students unless otherwise noted)

• Labeling clarity: (e.g., use full course names instead of course codes)

Not Supported:

• Chart formatting (use the chart builder for visualization changes)

• Suppressing parts of the response (e.g., “remove summary”)

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2. Custom Knowledge

Add searchable, context-specific definitions and logic that apply only when relevant to a user’s question. This section helps Doowii deliver more accurate, tailored answers.

Entries should be written in plain text and should include the exact terminology your users are likely to use.

Recommended Uses:

• Group definitions: (“At-Risk Students” = GPA < 2.0 or >3 missed advising sessions)

• Filter logic: (“STEM Majors” = Biology, Chemistry, Engineering, and Physics)

• Metric explanations: (“Completion Score” = completed / attempted courses)

• Policy definitions: (“Full-Time Student” = enrolled in 12+ credits per term)

Not Supported:

• Chart formatting or theming

• Response layout changes

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3. Document Knowledge

Upload policy documents, handbooks, rubrics, and other materials that add searchable context to your knowledge base. Doowii will use these documents to improve how it interprets and responds to user questions.

Recommended Uploads:

• Academic or advising policies

• Program descriptions

• Eligibility criteria for services or aid

• Process documentation or internal rubrics

Documents can be added to either the “Personal Documents” or “Organization Documents” section, depending on scope.

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How to Add Knowledge

To Add or Edit General Instructions:

1. Navigate to the General Instructions tab.

2. Choose Personal or Organization section.

3. Add or update instructions (note, there is a 5000 character limit for general instructions).

4. Click Save to confirm your changes, or Cancel to discard the changes.

To Add Custom Knowledge:

1. Navigate to the Custom Knowledge tab.

2. Choose Personal or Organization section.

3. Click Add Knowledge.

4. Add a title and enter the relevant definitions, logic, or explanations.

5. Click Save to confirm your changes, or Cancel to discard the changes.

To Upload Documents:

1. Go to the Document Knowledge tab.

2. Click Upload Document.

3. Select your file.

   • Supported file types: .pdf, .doc, .docx, .txt, .md, .yaml, .rtf (max 50MB).

4. Add a Title and short description explaining what the document contains.

5. Click Upload.

PDF parsing may vary depending on formatting. Use Word or text files when possible for more reliable extraction.

Uploaded or edited Knowledge Library items are typically available to users within 5 minutes.

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Managing Knowledge Items

For each Knowledge Library item (term or document):

• Status: Shows whether the item is processing, failed, or completed.

• Edit: Make changes to the term, definition, or document metadata.

• Enable: Toggle the “Enable” switch to turn off an item without deleting it.

• Delete: Remove the Knowledge Library item completely.

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Knowledge Library Best Practices

• Use clear, plain language and include the terms users are likely to recognize .

• Test changes after adding or editing knowledge by running sample questions.

• Notify internal users if a knowledge update changes how data is filtered or interpreted.

• Avoid adding contradictory instructions or definitions unless contextually justified.

Changes to knowledge may significantly affect how Doowii queries data and interprets results. Review carefully before publishing.

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Common Use Cases & Examples

The Knowledge Library may be used to:

• Define how student groups are categorized

• Clarify metric calculations for consistency

• Upload internal policy documents to guide responses

• Set default filters to reduce unnecessary noise

• Ensure Doowii reflects your institution’s language and expectations

Need help writing strong entries? Contact your Doowii Support team for support, templates, and examples.

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Troubleshooting & FAQs

How is knowledge used by Doowii?

Knowledge entries and documents are searched when a user submits a question. If relevant, the content is used to refine and personalize the response.

What happens if I upload conflicting definitions?

Clarity may suffer. Aim for consistent and precise entries across tabs. Review periodically to avoid duplication or contradiction.

What should I do if knowledge isn’t being applied as expected?

If Doowii doesn’t seem to be using your uploaded knowledge accurately, there are a few things you can try:

• Rephrase your knowledge entries to include the terms, phrases, or example questions your users are likely to type.

• Clarify your definitions and descriptions so they reflect and align with your organization’s data schema and data sources

• Use plain language, which should help reduce ambiguity when encountering organization-specific terms (for instance, terms or metrics that aren’t widely used or clearly defined).

We’re continuously improving how knowledge is applied. If you’re still not getting the results you expect, please submit feedback through the app or reach out to our support team. Your input helps us refine and enhance the feature for everyone.