# Knowledge Management Agent

### What Can You Do?

Once connected, the Knowledge Management Agent lets you:

* **Find & Organize Content**: Search across all your knowledge bases, folders, and files—instantly locate documents, emails, and insights
* **Read & Analyze Documents**: Ask questions about specific files, get summaries, extract key data points, and generate actionable insights
* **Browse & Navigate Structures**: Explore folder hierarchies, understand document organization, and map your knowledge architecture
* **Create & Manage Insights**: Capture, categorize, and retrieve notes or insights linked to your documents and conversations
* **Automate Knowledge Workflows**: Tag, categorize, and structure content for optimal retrieval and future use

### Quick Setup

#### Step 1: Select Knowledge Management Agent

1. In any Blockbrain conversation, click the **AI Model selection** dropdown
2. Click **"Show detailed AI model list"**
3. Find and click **"Knowledge Management Agent"**

#### Step 2: Start Using **Knowledge Management**

That's it! You can now ask Blockbrain about your documents, folders, emails, and insights.

### What You Can Ask

#### **Finding & Organizing Content**

```
"List all files in the Legal folder"
"Show me all documents tagged 'Q2 Financials'"
"Find emails related to the merger project"
```

#### **Reading & Analyzing Documents**

```
"Summarize the contract in the Procurement folder"
"What are the key points in the project proposal.pdf?"
"Extract all dates and deadlines from the meeting notes"
```

#### **Browsing & Navigating Structures**

```
"Show me the folder structure for the HR knowledge base"
"List all subfolders under 'Client Projects'"
"What documents are in the '2024 Planning' folder?"
```

#### **Creating & Managing Insights**

```
"Create a new insight from this report"
"List all insights related to compliance"
"Show me notes from last week's board meeting"
```

### How It Works

**Your Access = Blockbrain's Access**

* Blockbrain can only see files, emails, and notes you have access to
* If you can't open or find a document, neither can Blockbrain
* Your permissions stay exactly the same

**Safe and Secure**

* Your data remains in your knowledge bases and systems
* Blockbrain reads and updates only as instructed - no unauthorized changes
* All access is logged in your organization's audit trail

### Tips for Better Results

#### Be Specific

**False:** "Find my file"\
**Correct:** "Find the Q3 budget report in the Finance folder"

#### Use **Types or Tags**

**False:** "Show me documents"\
**Correct:** "Show me all PDF files tagged 'Board Meeting' from last month"

#### Mention Locations

**False:** "Find the note"\
**Correct:** "Find the insight about GDPR compliance in the Legal knowledge base"

### Troubleshooting

**"I can't find my file or note"**

* Check if you can see the file or note directly in your knowledge base
* Try using different search terms (e.g., part of the filename, folder name, or tag)
* The item might be in a location you don't have access to

**"Permission denied" errors**

* Your permissions may have changed
* Contact your IT team to verify your access
* Try reconnecting the agent

**"No files or folders found"**

* You might not have access to any knowledge bases or folders
* Check with your administrator about access rights
* Verify you're signed in with the correct account

### Privacy and Security

* **Respecting Permissions**: Blockbrain can only access documents, emails, and notes you have permission to see
* **No Unauthorized Changes**: Blockbrain only creates, edits, or tags content when you instruct it—no unsolicited actions
* **No Storage**: Blockbrain doesn't store copies of your files, emails, or notes

### Common Use Cases

**Knowledge Discovery & Organization**

* Quickly list all files, folders, and emails in a knowledge base
* Find and tag important documents for future reference
* Map out folder structures for better navigation

**Content Analysis & Summarization**

* Summarize lengthy reports or meeting notes
* Extract key data points, deadlines, or action items
* Generate insights from multiple documents

**Insight & Note Management**

* Capture and categorize insights from documents or conversations
* Retrieve notes linked to specific projects or topics
* Maintain a searchable knowledge base of organizational learnings

### Example Conversation

**You:** "List all files tagged 'Q2 Review' in the Finance knowledge base"

**Blockbrain:** "Here are the files tagged 'Q2 Review' in Finance:

* Q2\_Review\_Summary.pdf
* Q2\_Financials.xlsx
* Q2\_Action\_Items.docx

Which one would you like to open or analyze?"

**You:** "Summarize Q2\_Review\_Summary.pdf"

### Next Steps

Want to connect more services? Try the [ms-viva-engage-agent](https://docs.en.theblockbrain.ai/for-users/agents/ms-viva-engage-agent "mention") to access your Viva Engage communities, posts, and conversations directly through Blockbrain.