> ## Documentation Index
> Fetch the complete documentation index at: https://docs.talkchief.io/llms.txt
> Use this file to discover all available pages before exploring further.

# AI voice agent knowledge base | TalkChief

> Upload PDF, DOCX, or TXT documents to the TalkChief Knowledge library and grant them to AI voice agents and campaigns so they answer from your content.

The Knowledge library holds the approved documents your agents can search during a call. You upload each document once for the whole workspace. Then you choose which inbound agents and campaigns may use it.

<Note>
  Limits: PDF, DOCX, or TXT files up to **3 MB** each. A workspace holds up to **15** library documents. Each campaign can also have up to **2** private documents.
</Note>

## Upload a document

<Steps>
  <Step title="Open Knowledge">
    In the agents workspace sidebar, under **Library**, click **Knowledge**.
  </Step>

  <Step title="Add the file">
    Click **Add document**, then **Choose a file or drop it here**. Pick one PDF, DOCX, or TXT file.
  </Step>

  <Step title="Wait for indexing">
    The document appears in the **Reference library** with the status **Preparing**. When it is ready, the status changes to **Smart search ready** or **Keyword search ready**.
  </Step>
</Steps>

<Frame>
  <img src="https://mintcdn.com/talkchief/t7PqWxB7x25SLoj2/images/docs/knowledge-library.png?fit=max&auto=format&n=t7PqWxB7x25SLoj2&q=85&s=8b009d22e6ab03dfb4143d42eb363627" alt="The Knowledge page Reference library table with three fake documents, their status badges, and the 3 of 15 documents counter." width="1440" height="900" data-path="images/docs/knowledge-library.png" />
</Frame>

A new document stays private until you grant it to an agent or select it in a campaign.

### Document status

| Status | Meaning |
| - | - |
| **Preparing** | TalkChief is reading and indexing the file |
| **Smart search ready** | The agent can find answers by meaning |
| **Keyword search ready** | The agent can find answers by matching words. Open the **⋯** menu and click **Retry smart search** to try full indexing again |
| **Needs attention** | Indexing failed. Check the error under the document name, fix the file, and upload it again |

## Help the agent pick the right document

Click **Manage access** on a document to edit its details. Clear details help the agent choose the right source.

| Field | Example |
| - | - |
| **Display name** | Price list 2026 |
| **Language** | English |
| **What this document contains** | Treatment prices, payment plans, and insurance rules |
| **Other names callers may use** | price sheet, fees (up to 10, comma-separated) |
| **Topics** | pricing, insurance (up to 10, comma-separated) |

Click **Save document details**.

## Grant a document to an inbound agent

You can grant access from either place:

* **From the library**: click **Manage access** on the document. Under **Inbound agent access**, turn on the switch for each agent, then click **Done**.
* **From the agent**: open the agent, go to **Knowledge**, and turn on the switch next to each document. The status changes from **Not allowed** to **Allowed**.

Access changes apply to the agent's next search. You do not need to click **Save changes**.

<Frame>
  <img src="https://mintcdn.com/talkchief/t7PqWxB7x25SLoj2/images/docs/agent-knowledge-access.png?fit=max&auto=format&n=t7PqWxB7x25SLoj2&q=85&s=404009ed0cafef94cd8ccb1e6dad93fb" alt="The agent's Knowledge section showing the Knowledge access card with two documents Allowed and one Not allowed." width="1440" height="900" data-path="images/docs/agent-knowledge-access.png" />
</Frame>

<Tip>
  Each agent that uses knowledge needs one of its 25 voice action slots for knowledge search. See [Voice actions](/ai-agents/tools-and-integrations#voice-actions-limit).
</Tip>

## Add knowledge to a campaign

Outbound campaigns choose their own documents. Open the campaign, then go to **Knowledge & actions**.

* To use a library document, pick it in **Choose workspace knowledge…** and click **Add knowledge**.
* To add a file only this campaign can use, click **Upload campaign document**. Each campaign can hold 2 private documents.

Private campaign documents never appear in other campaigns or agents.

## Delete a document

Open the **⋯** menu on the document and click **Delete…**, or click **Delete document** in **Manage access**. Every agent and campaign loses access to it.

## FAQ

<AccordionGroup>
  <Accordion title="What should I upload?">
    Upload approved, current material: policies, service guides, price lists, opening hours, and processes. Short, well-structured documents work best.
  </Accordion>

  <Accordion title="Why can't I turn on access for a document?">
    The document is still preparing or needs attention. Wait for a ready status, or fix and re-upload the file.
  </Accordion>

  <Accordion title="Can callers make the agent ignore its instructions with document text?">
    No. The agent treats document content as reference material only. It cannot change the agent's instructions.
  </Accordion>

  <Accordion title="I have more than 15 documents. What should I do?">
    Combine related short files into one document, up to 3 MB. Delete documents you no longer use.
  </Accordion>
</AccordionGroup>

## Related pages

<CardGroup cols={2}>
  <Card title="Create an agent" icon="robot" href="/ai-agents/create-an-agent">
    Set the agent's persona and voice.
  </Card>

  <Card title="Tools and integrations" icon="screwdriver-wrench" href="/ai-agents/tools-and-integrations">
    Connect business systems and email.
  </Card>
</CardGroup>


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