What to Upload for Your Bot (Knowledge Strategy Advisor)

Not everything your bot needs to know should be uploaded the same way. Manuals are best searched by meaning. Part numbers and cross-references must be matched exactly. Prices and stock should be read live from your system so they are never out of date. The Knowledge Strategy Advisor tells you which approach fits each kind of data, what exactly to upload, and roughly how big it will be.

How to use it

Ask Moshky, for example: "I have 400 pages of manuals and a competitor cross-reference sheet. What should I upload?" Moshky uses the advisor and answers per source. The advisor is also available from the command line (velaro knowledge-advisor advise) and to AI assistants through the Velaro MCP tool kb_advise_knowledge_strategy. It only gives advice. It never reads or changes your account.

All sizes are estimates, based on typical pages, not on your exact files.

The five answers

• Embed all. The content is read and made searchable by meaning. Best for manuals, help pages, policies and spec sheets.
• Embed some. Embed the parts people ask about in their own words, such as descriptions and specifications, and handle exact identifiers, price and stock another way. Best for large catalogs and very large manual sets (start with your most asked-about products).
• Exact lookup. Rows are stored with their column headings and matched by exact text. Best for cross-reference sheets and part-number lists. A similar-looking or similar-sounding part is never treated as a match.
• Live query. The bot asks your connected store, ERP or CRM at answer time. Best for prices and stock that change often.
• Not embedded or not supported. Customer photos are read one at a time during a chat (see the Image Analysis guide) and are not stored as knowledge. CAD files are not read: export a PDF or write the key dimensions and part numbers into a spec sheet or spreadsheet.

Kinds of data it understands

manual_pdf, spec_sheet, policy_document, faq_or_help_pages, product_catalog, price_list, cross_reference_sheet, images_or_drawings, cad_files and other_documents. You can also tell it the approximate pages or rows, how often the data changes, whether answers depend on exact part numbers, whether a PDF is scanned, and whether you have a connected system for it.

Uploading spreadsheets

You can upload .xlsx files directly to your knowledge. Each data row becomes one searchable line that repeats its column headings, so a single result makes sense on its own and an exact part number stays easy to find.

• Put a header on every column in the first row of each sheet (for example Competitor Part, Our Part, Notes).
• Up to 20,000 rows and 25 visible sheets per file. Hidden sheets are skipped.
• A file over the limits, or with no data rows, is kept as a stored file but not made searchable. Split it and upload the parts.
• Formulas are read as the last value Excel saved, never recalculated.
• Older .xls files and macro-enabled .xlsm files are not supported. Save as .xlsx or .csv.

Ready-made workflows

On the Create workflow page, under Knowledge & Product Lookup, two packaged workflows install turned off so you can review them first: Photo to Part ID (needs the Image Analysis add-on) and Competitor Cross-Reference (needs your uploaded cross-reference sheet). Both use read-only tools and hand the customer to a person when there is no exact answer.

Competitor cross-reference

Upload the cross-reference sheet as an .xlsx or .csv with one row per part pair. When a customer gives a competitor part number, the bot looks for that exact number. If it is not in the sheet, the bot says so and offers a person rather than guessing.

Photo to part

Customers can send a photo of a label or part (Image Analysis add-on). The bot reads the numbers and confirms them with the customer, then checks them against what you uploaded or connected. Load your parts list or connect your store so there is something exact to check against.

Troubleshooting

The advisor says "live query" but I have no connected system. Connect your store or ERP first, or upload a reference copy and re-upload it whenever prices change.

My spreadsheet was not indexed. Check it has data rows under a header row and is within the limits above. If it still does not appear, contact support and they can look up the exact reason.