Kota Knowledge Base: giving Kota your org context

What it is. The Knowledge Base is where admins tell Kota how your org does things. You add written guidelines, and you can connect apps like Notion or Google Drive so Kota can pull from your own docs.

Why it matters. Without it, Kota builds bots and scorecards from general sales best practices. With it, Kota builds them the way your team actually sells.

Who can set it up. Admins and Owners only.

Where to find it

1. Open Workspace Settings.

2. Go to Knowledge Base.

The two workflows

Kota's Knowledge Base is split by workflow. Each one has its own guidelines and its own connectors. Setting up one does not affect the other.

Pick the workflow tab first, then set up guidelines and connectors under it.

Part 1: Write guidelines

Guidelines are plain-text rules Kota follows every time it runs that workflow.

To add them:

1. Choose a workflow tab.

2. Type your rules in the Guidelines box.

3. Click Save.

Good guidelines are specific and testable. Some examples:

• Reps should not accept a "just send me info" brush-off. Bots should push once before conceding.

• Every discovery bot must raise at least one budget objection.

Generate guidelines from your documents

If your playbook already lives in a doc, you do not have to retype it.

1. Click to add files under Guidelines.

2. Upload up to 5 documents.

3. Kota reads them and drafts a set of guidelines.

4. Review the draft, edit anything that is off, then click Save.

Nothing is stored until you save. The uploaded files stay listed so you can see what the guidelines were built from.

Part 2: Connect an app

Connectors let Kota read documents from your other tools while it works.

To add one:

1. Under a workflow, click Add connector.

2. Search or browse by category to find your app.

3. Select the tools Kota is allowed to use.

4. Choose how people sign in.

5. Save.

An app already connected will not appear in the list again.

Choosing tools

Every app exposes a different set of tools. Enable the ones for finding and fetching documents. If search or read tools are off, Kota connects successfully but comes back with nothing.

Choosing how people sign in

Example:

Part 3: Using a connector in Kota chat

1. Open Kota chat.

2. Write your prompt.

• Say what you want built

• Which document to use

• Include what connector you want to use

3. The first time, you will be sent to sign in to that app. After that you stay signed in.

Be specific. Pointing Kota at a named document is much faster and more accurate than letting it search a whole Drive.

• Weak: /Google Drive build me a cold call bot

• Strong: /Google Drive build a cold call bot using the "Q3 ICP - RevOps Leaders" doc

Checking sources

When Kota uses a connector, it lists the sources under its response.

• Hover a source to see the quoted text it pulled.

• Click a source to open the original document.

If a source looks wrong, the fix is usually a more specific prompt or tighter connector permissions.

Keeping track of changes

The Knowledge Base is shared across your whole workspace. One edit changes how Kota behaves for everyone.

Each workflow shows who made the last edit and what they changed, so you can trace any shift in Kota's output back to a guideline change.

Troubleshooting