Create and Upload Documents

In the Knowledge section, you create knowledge collections and fill them with documents that the AI can access.

Creating a Knowledge Collection

1. Navigate to Knowledge in the main menu
2. Click Add Knowledge Collection in the top right corner
3. Enter a name
4. Enter a description
5. Confirm with Create

Name and Description

The name should reveal at first glance what documents the collection contains.

Good Description

A good description helps the AI understand when this knowledge collection should be used. Describe the content and purpose clearly and precisely.

Example

Name: Ordinances and Regulations

Description: Contains the municipality’s current ordinances and regulations, including the cemetery ordinance, waste fee schedule, and sports hall usage regulations. Should be used when answering citizen inquiries about fees and regulations.

Good Name	Less Suitable
Fee Schedules	Collection 1
Building Regulations and Forms	Documents
FAQ Citizen Services	Miscellaneous

Uploading Documents

You can upload documents in various formats to a knowledge collection.

1. Open the desired knowledge collection
2. Click Upload
3. Select one or more files
4. Wait for processing to complete

Each document in the list shows when it was added, so you can easily see how old a source is.

Processing

After uploading, your documents are automatically prepared so the AI can search through them. This may take a few minutes for larger files.

Limits

Limit	Value
Maximum number of documents per knowledge collection	500
Maximum file size	25 MB

If you reach the document limit, remove an existing document before adding a new one.

Supported Formats

Format	File Type	Best For
PDF	.pdf	Ordinances, official notices, reports, forms
Word	.docx	Templates, correspondence, internal documents
PowerPoint	.pptx	Presentations, slide decks
Text	.txt	Plain text files, notes
Audio	.mp3, .m4a, .wav, .webm	Meeting recordings, voice memos, interviews

Audio Files

Audio files are automatically transcribed after upload. The AI can then search through the spoken content just like any other document. This is especially useful for meeting recordings or interviews that you want to make searchable.

Adding Website Content

You can also add content from websites directly to your knowledge collection.

1. Open the desired knowledge collection
2. Click Add URL
3. Enter the website URL (e.g., https://example.com/page)
4. Choose a Link Depth (see below)
5. Click Add
6. The website content will be processed automatically

Link Depth

When adding a URL, you can choose how many levels of linked pages should also be imported:

Option	What happens
Just this page	Only the content of the entered URL is imported
This page + linked pages	The page and all pages it links to on the same website are imported
This page + 2 levels of links	The page, its linked pages, and pages linked from those are imported

Tip

Start with Just this page and increase the depth only if you need more content. Higher depths import more pages and take longer to process.

PDF Links

If a URL points directly to a PDF document, the content is automatically downloaded and processed – just like a regular web page. You don’t need to manually download and upload PDF files when a link is available.

Integrating Your Intranet

Municipalities often keep their most valuable information on the intranet: internal guidelines, process descriptions, contact lists, forms, and how-to articles. We can integrate your intranet so this knowledge becomes available to the AI — just like any other website.

Because intranets are not publicly accessible, one small step is required on your side: your IT department needs to whitelist our IP address so Ayunis Core can reach your intranet.

The IP address of Ayunis Core is 91.99.158.255

How to Set It Up

1. Ask your IT department to allow access from the IP address 91.99.158.255 to your intranet
2. Contact us so we can activate your intranet domain for your organization
3. Add intranet pages to your knowledge collections via Add URL — exactly as described above

Your Intranet Stays Yours

Your intranet domain is linked exclusively to your organization. No other Ayunis Core customer can access content from your intranet.

Tips for Good Knowledge Collections

Preparing Documents

• Clear structure — Documents with headings and sections work best
• Keep current — Only upload current versions and remove outdated ones
• Stay relevant — Only upload documents that belong together thematically

Maintaining Knowledge Collections

• Update regularly — When fees, deadlines, or regulations change
• Remove outdated content — Delete old versions to avoid conflicting information
• Group by topic — Keep related documents together in one knowledge collection

Next Steps

• Use in Skills and Chats — How to use your knowledge collections