Manage your Database Sources in Knowledge Management

Knowledge bases are like your own company database sources. This section lets you organize, create, and manage your data and insights. This guide will walk you through the key features and how to use them effectively.

Managing Database Sources

Viewing Database sources

Upon entering Data Management, you'll see two types of database sourcess:

1. Public database sources owned by you or other users

2. Private database sources you've created

Accessing Database Source Contents

To view documents within a database source:

1. Locate the desired database source in the list

2. Click on the database source name

3. Browse through the documents

Creating a New Database Source

1. Click the "New Database Source" button

2. Fill in the required information:

• Name your database source

• Add a description

• Select an embedding model that suits your needs

1. Click "Create" to finalize

Advanced Settings in Database Sources

Blockbrain offers several advanced settings to help you tailor your Knowledge Base (aka your database source) for improved AI performance and team collaboration. You can:

1. Adjust Access Settings: Set database sources to public, private or share to specific users for controlled collaboration.

2. Select a Language: Optimize AI processing for different languages.

3. Modify Chunk Size & Overlap: Fine-tune how the AI reads and processes text for better accuracy or broader context.

4. Enable Smart Processing: Convert tables, images, and structured content into AI-readable formats.

5. Extract Images: Allow the AI to retrieve and display images from documents.

Adding Documents to a Database Source

After creating a database source, you can add documents in three ways:

1. Upload from your computer: Click "Upload" and select files from your device

2. Scrape from a website: Click "Import" and enter the URL of the web content (Note: The website has to be available to the public)

3. Connect a shared drive: Click "Connect Drive" and follow the prompts to link your shared drive

Sharing Database Sources

Database sources in Blockbrain are private by design. When you create a new database source, only you can see and use it until you choose to share it. You can share access in two ways: by inviting specific users with roles, and by adjusting the database’s visibility (Private, Restricted, or Public).

Inviting Users and Assigning Roles

You can invite teammates via email and assign a role that controls what they can do inside the database source:

• Viewer: Can view and search content only.

• Contributor: Can manage their own content and invite users with the same or lower roles.

• Content Manager: Can manage all content and users for that database source.

Use these roles when you need different levels of control. For example, giving most teammates Viewer access, while a smaller group of editors gets Contributor or Content Manager access.

Setting Visibility: Private, Restricted, or Public

In the Share Database settings, you can also choose how broadly the database source is visible:

1. Private

   • Only you can access this database source.

   • Best for drafts, sensitive information, or personal workspaces.

2. Restricted

   • Only invited collaborators can access this database source.

   • Ideal for team-specific or project-based knowledge.

3. Public

   • All data is accessible through connected bots or invited users.

   • Helpful when you want bots to answer questions from this database or when many users need read access.

Even when a database source is set to Public, you can still control who can manage it by assigning roles (Viewer, Contributor, Content Manager) to specific users. This lets you keep editing rights limited while making the content widely searchable.