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, scorecards and scores calls from general sales best practices.

With it, Kota builds scorecards, bots, and scores calls, 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 tabs

The Knowledge Base has a Connectors tab and one tab per workflow. Each workflow has its own guidelines. Editing one workflow's guidelines does not affect the others. Connectors are set up once, on the Connectors tab, and shared by every workflow.

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.

• (Feedback) Our sales calls run 45–60 minutes. Feedback must never recommend booking a 15-minute follow-up.

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 (PDF, DOCX, TXT or MD).

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. Open the Connectors tab and 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.

Part 4: Scoring with the Knowledge Base

Kota can use your org's guidance when it scores calls, in two ways:

• Feedback guidelines apply to every AI-scored criterion on every scorecard.

• Criterion sources are documents attached to one criterion. They apply only to that criterion.

How it works

When someone saves a scorecard, Kota reads your Feedback guidelines and each AI-scored criterion's sources. It then writes short scoring guidance for each of those criteria in the background. When a call is scored, that guidance goes to the scoring model with the criterion.

Add sources to a criterion

1. Open a scorecard and edit a criterion.

2. Under Sources, click Add source and choose one of the following:

   • Browse connected apps: search the apps on your Connectors tab and pick a document.

   • Paste a link: enter a full https:// link.

   • Upload a file: up to 25 MB. Use this when reps can't open the original link. Save the scorecard first.

3. Save the scorecard.

Each criterion can have up to 3 sources.

• On AI-scored criteria, Kota scores against the sources and shows them to reps with their feedback.

• On keyword criteria, sources are shown to reps but are not used for scoring.

A source that Kota could not open shows Couldn't access. Kota does not use it as evidence.

Scorecards made with Generate with AI

When you create a scorecard with Generate with AI, Kota also searches your connected apps for documents relevant to each AI-scored criterion and attaches the best matches as sources (up to 3 per criterion). Review them on each criterion and remove any that don't fit.

What reps see

In a call's feedback, each criterion shows the sources it was based on. Reps can click a source to open it. Sources are not shown on public call share links.

Keeping track of changes

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

Each tab 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