Your Knowledge Base
The documents your agents read — procurement guidelines, RFQ compliance rules, research reports — in one searchable place, and how to share selected ones with your customer-facing assistants.
Overview
The Knowledge Base holds your organization's documents: your procurement guidelines, the compliance rules every outgoing RFQ is checked against, and the research reports, shortlists, and market scans your agents produce. Your agents read these documents whenever a task calls for them — including documents added later — so what you write here shapes how they work.
Open it from Knowledge Base in the Assistant sidebar.
Moved from Organization settings. Organization documents used to live on the Organization page, under AI & Automation. They're all here now — that tab links across with Open Knowledge Base.
Who can see it
| Role | What they can do |
|---|---|
| Organization Admin | Everything: read, write new documents, edit, change a document's category, delete, and generate the missing core documents |
| Procurement Manager | Read, edit, change a document's category, and delete |
| Buyer, Viewer | The Knowledge Base isn't shown |
See Understanding Roles for what each role covers.
Finding a document
Each document appears as a card showing its name, where it came from — From the task that created it, or Written by your team — its category, and when it last changed.
- Search documents matches document names and the names of the tasks that produced them
- Category chips under the search box filter the list — All, or one category such as Procurement Guidelines, Market Scan, or Supplier Shortlist. Each chip shows how many documents it holds. The chips appear once you have documents in more than one category
Click a card to open the document. From there you can read it, edit it (documents are written in Markdown), change its category, or delete it.
Where documents come from
- Onboarding creates your first two core documents — Procurement Guidelines and RFQ Compliance and Validation
- Agent tasks — ask an agent for a report, a supplier shortlist, or a market scan, and the result is saved here, linked to the task that created it
- Your team — Organization Admins can write one directly with New document: give it a name, pick a category, and write the content
The two core documents
Two documents are read by Buyer24 on every relevant run, so they matter more than the rest:
| Document | What it does |
|---|---|
| Procurement Guidelines | What your organization buys, who you buy from, and what you prioritize. Used by the AI on every RFQ |
| RFQ Compliance and Validation | The rules every outgoing RFQ is checked against before it's sent |
Because Buyer24 relies on them, these two can't be moved to another category.
Missing one? Organizations created before these documents existed may not have them. If either is missing, the Knowledge Base shows a Missing: card for it — an Organization Admin clicks Generate default to create a starting version, then opens it to tailor it to the organization.
Sharing documents with customer-facing assistants
Your internal agents read the whole Knowledge Base. Customer-facing assistants — the ones your own customers talk to — are different: they only ever see documents you deliberately share, and only from three customer-facing categories:
- Customer FAQ
- Products and services
- Customer policies
Everything else — procurement guidelines, compliance rules, research, drafts — is internal and is never shared with customers, whatever an assistant's settings say.
To choose what an assistant may read, open it on the Agents page and go to its Knowledge tab:
| Setting | What the assistant reads |
|---|---|
| Nothing | Only the conversation and its own instructions |
| Every customer-facing category | All documents in those three categories, including ones you add later |
| Selected categories | Only the categories you tick |
To share a document that's filed under an internal category, open it in the Knowledge Base and change its category to a customer-facing one. Moving it back to an internal category takes it out of customer conversations on their next reply.
Related
- Setting Up Your Organization — the profile and procurement context your agents also read
- Your AI Assistant — asking an agent for a report or research
- Understanding Tasks — the tasks that produce documents