# Guide on Advanced Knowledge Bot Features > **Last updated:** May 2026 *** ### At a glance Use this table to pick the right feature for what you're trying to do. Each row links to a deeper guide. | Feature | Best for | How it works | Stored where | Shared with | Requires | | -------------------- | -------------------------------------------------------- | --------------------------------------------------------------------------------- | ------------------------------------- | ------------------------------------------------ | -------------------------------------- | | Prompts | Reusing a single, frequently-used instruction | One-shot shortcut that runs a saved prompt | In the Knowledge Bot's Prompt Library | Anyone with access to the bot | Admin/builder must create the Prompt | | Workflows | Multi-step tasks that need structured reasoning | Runs a sequence of prompts; each step builds on the last | In the Knowledge Bot | Anyone with access to the bot | Admin/builder must create the Workflow | | Intent Agent | Improving accuracy on large, multi-folder databases | Reads folder descriptions and routes the query to the most relevant folder(s) | N/A — runs at query time | N/A | Folder descriptions must be filled in | | Insights | Saving and reusing important AI answers or text snippets | Saves a message or highlight as a complete, unchunked record | Insight Library | Personal by default; shareable across data rooms | Nothing — available to all users | | Dynamic Insights | Tracking changes on the web automatically | Scheduled prompt that re-fetches selected URLs and saves the result as an Insight | Insight Library | Same as Insights | Web URLs to monitor | | Contribute Knowledge | Adding curated AI answers back into a database | Saves an Insight or message into a selected database source | Inside the chosen database source | Anyone with access to that source | Write access to the database source | {% hint style="info" %} **New to the platform?** Some terms in this guide — *Knowledge Bot*, *database source*, *data room*, *builder* — are defined in the Glossary. First mentions on this page link there. {% endhint %} *** ### Prompts Prompts are customizable, single-prompt shortcuts that automate frequent tasks and keep responses consistent. They save time, reduce repetitive typing, and make it easy for a whole team to ask the same question in the same way. **Example.** A sales team creates a Prompt called *"Draft RFP response"* that, in one click, asks the bot to draft a reply in the company's standard tone, cite the relevant product docs, and end with a call-to-action. #### Why use Prompts * **Efficiency** — eliminate repetitive typing for tasks you run every day. * **Consistency** — every team member gets the same structured response format. * **Customization** — tailor each Prompt to a specific workflow. * **Collaboration** — share Prompts across your organization for uniform output. * **Faster decisions** — instantly generate reports, summaries, and recommendations. #### Two ways to activate a Prompt * **Retrospective activation** — apply a Prompt to a message you've already sent, to re-format or expand on the previous answer. * **Proactive selection** — pick a Prompt from the library *before* you send your message, so the bot follows it from the start. {% hint style="info" %} Prompt templates must be pre-configured by your builder before they appear in the library. For setup instructions, see Applying Advanced Features. {% endhint %} Learn more about Prompts → *** ### Workflows Workflows automate **multi-step prompts**. Where a Prompt fires a single instruction, a Workflow guides the AI through a sequence of prompts so each step builds on the last — producing a more accurate, refined final answer. **Example.** A market-research Workflow runs four steps: (1) pull the latest news on a competitor via live web search, (2) summarize the company's product line from your database, (3) compare it against your own offering, (4) produce a one-page brief. The user just clicks "Run." #### Why use Workflows * **Improved accuracy** — structured, step-by-step prompts produce more precise answers than a single long instruction. * **Better context retention** — each step builds on previous answers for a more cohesive result. * **Scalability** — automate repetitive multi-step tasks once, run them forever. * **Live web search** — enable real-time web search in any step to pull the latest information. * **API integrations** — call external systems via HTTP requests to fetch, send, or enrich data programmatically. * **Scheduling and auto-delivery** — run Workflows on a recurring schedule and receive the results by email. Learn more about Workflows → *** ### Intent Agent The Intent Agent improves accuracy when querying large databases by intelligently identifying the most relevant folders for each question. It reads the folder descriptions you've written and routes the query to the folders most likely to contain the answer — so the AI spends its effort on the right material instead of scanning everything. **Example.** A consulting firm has a Knowledge Bot with 40 client folders. When a user asks "What were the engagement objectives for Acme Corp?" the Intent Agent recognizes the *Acme Corp* folder description, restricts the search there, and returns a focused answer in seconds. #### Why use the Intent Agent * **Improved efficiency** — narrows the search to relevant folders instead of scanning everything. * **Optimized workflows** — easier to find the right folder as your databases grow. * **Faster results** — quickly identifies and retrieves the most relevant information. * **Resource optimization** — conserves compute by prioritizing relevant data only. {% hint style="warning" %} The Intent Agent depends on accurate folder descriptions. Without them, it cannot reliably route queries. See Writing good folder descriptions before enabling it. {% endhint %} Learn more about the Intent Agent → *** ### Insights **Insights** are saved AI messages or text highlights — bite-sized pieces of knowledge you can reuse later. Use them to retain key findings from documents or conversations without having to re-read everything, and share them across data rooms for better collaboration. Unlike database sources — which split content into smaller chunks — an Insight is stored as one complete record, so the original context is preserved. **Example.** During a long research conversation, the bot produces a tight summary of a regulatory change. You save it as an Insight titled *"EU AI Act — Q2 2026 changes."* Next month you (or a teammate) can pull that Insight straight into a new chat without rerunning the research. #### Why use Insights * **Consistent answers** — save and reuse key replies to keep teams aligned. * **Faster knowledge access** — retrieve past findings without digging through chat history. * **Smarter collaboration** — share refined prompts and findings as a centralized knowledge base. * **Streamlined workflows** — drop stored Insights into new tasks to skip the repetitive setup. #### Dynamic Insights Dynamic Insights are scheduled Insights that automatically re-fetch their data from the web. Pick a prompt and one or more URLs, set a schedule, and the platform refreshes the Insight on its own — perfect for tracking trends, monitoring competitors, or staying on top of regulatory changes. **Example.** A product manager creates a Dynamic Insight that pulls the changelog of three competitor websites every Monday. Each refresh becomes a new dated Insight, so the team has a running history of competitor releases without anyone manually checking. **Why use Dynamic Insights:** * **Automated updates** — schedule recurring web research from selected URLs. * **Effortless capture** — extract fresh insights without manual monitoring or copy-pasting. * **Always up to date** — keep your Insight library current, hands-free. Learn more about Insights and Dynamic Insights → *** ### Contribute Knowledge **Contribute Knowledge** lets you save an Insight, an AI-generated message, or a whole conversation directly into a database source. Once saved, the content is accessible to any teammate with access to that source — making it ideal for building a long-term, shared knowledge base. Because database sources are *chunked* (split into smaller pieces for retrieval), contributed content may be divided across chunks. That improves searchability but can occasionally affect how the content is reassembled in answers. If you need the full message preserved verbatim, save it as an Insight instead. **Example.** After a customer call, an account manager asks the bot to summarize the meeting notes and saves the result to the *"Customer Calls 2026"* database source via Contribute Knowledge. Future questions like *"What did Acme ask about pricing in Q2?"* can now surface that summary. #### Why use Contribute Knowledge * **Team-wide access** — save key insights into a shared database source for easier collaboration. * **Structured sharing** — organize important AI responses in a centralized, searchable location. * **Long-term knowledge** — build a base your team can reuse and expand over time. Learn more about Contribute Knowledge → *** ### Frequently Asked Questions #### Prompts **How do Prompts differ from Workflows?** Prompts run a single instruction. Workflows chain multiple prompts together, with each step feeding into the next — better for complex tasks that need structured reasoning. **Can I share my Prompts with my team?** Yes. Anyone with access to the same Knowledge Bot will see the Prompts created in it. **Why can't I see any Prompts?** They may not be enabled. Ask your admin to activate Prompts in the Knowledge Bot settings, or to add Prompts to the library. **How is the Intent Agent different from a Prompt?** A Prompt is a saved instruction the user runs. The Intent Agent is a retrieval feature that decides *where* the AI looks for an answer. They serve different purposes and can be used together. #### Workflows **Can I share Workflows with my team?** Yes — anyone with access to the Knowledge Bot can run the Workflows created in it. **Why isn't my Workflow giving accurate results?** Make each step specific and self-contained, avoid stuffing several questions into one step, and try reordering steps. Generally, shorter and more focused steps produce better final answers. **Can I run a Workflow on a schedule?** Yes. Use the Scheduling option to run a Workflow on a recurring basis and have the result delivered to your email. #### Intent Agent **How does the Intent Agent decide which folders are relevant?** It analyzes the folder descriptions you've written and prioritizes folders whose descriptions best match the user's query. **When is the Intent Agent most useful?** When a database source contains many folders covering distinct topics — large client archives, multi-product documentation, or regional knowledge bases. **Is there a minimum number of folders needed?** No, but the feature shines once you have multiple folders with clearly distinct topic areas. **What happens if I don't write folder descriptions?** The Intent Agent will not perform reliably. Folder descriptions are essential — without them it has nothing to route on. #### Insights and Dynamic Insights **Why should I use Insights?** To save, organize, and retrieve useful AI answers without losing context. Great for personal reference, team collaboration, and reusing material in new conversations. **How are Insights different from database sources?** Database sources split content into chunks for retrieval, which can cause partial answers. Insights are stored as one complete record, preserving full context. **How should I name my Insights?** Use consistent, descriptive titles with relevant keywords — for example, *"EU AI Act — Q2 2026 summary"* rather than *"AI notes."* **How often can a Dynamic Insight refresh?** You can set a recurring schedule (daily, weekly, monthly). See the Dynamic Insights setup guide for the full list of cadences. **What happens if a monitored URL changes structure or goes offline?** The refresh will save whatever the page returns. If the page is unreachable, the Insight notes the failure so you know the data is stale. #### Contribute Knowledge **Who can see content I contribute to a database source?** Anyone with access to that database source. If you need to keep something private, save it as a personal Insight instead. **Can I edit or remove contributed content later?** Yes — contributed entries can be edited or deleted from the database source the same way any other entry can. **When should I use Contribute Knowledge vs. Insights?** Use **Insights** for content you (or a small group) will reuse and where preserving the exact wording matters. Use **Contribute Knowledge** when you want the content searchable by everyone with access to a database source as part of normal Q\&A. *** ### Next steps * **For users:** explore the deep-dive page for the feature you want to try first (links above). * **For admins and builders:** see Applying Advanced Features for setup instructions. * **Need help?** Visit the Support Center or contact your account team. --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://docs.blockbrain.ai/for-users/guide-on-advanced-knowledge-bot-features.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.