AtIna Knowledge Base
The Knowledge Base is where you store your company's internal policies, procedures and answers (for example, the dress code policy, the vacation-request procedure or your expense-reimbursement rules). Every article you register here isn't just there for people to read: it also teaches AtIna, AdmCloud's AI assistant, to answer your employees' questions with information specific to your company in the internal Chat.
What is it and what is it for?
Every Knowledge Base article has a Name (the title, or the question it answers) and a Content field (the answer, policy or procedure itself). This information is used in two ways:
- As a direct reference: any user with access can open the list and read an article, just like an internal company handbook.
- As AtIna's own knowledge: when an employee asks AtIna a question in the internal Chat, AtIna first searches your Knowledge Base articles by meaning (not just exact keywords). If it finds one that's relevant enough, it answers using that content and shows a direct link to the article it used, instead of giving a generic answer.
This is especially useful for questions that don't depend on your transactions or reports, but on your company's own internal rules: schedules, benefits, discount policies, approval procedures, and so on.
How to use it
- Open the Knowledge Base list and click New.
- Enter the article's Name: it should clearly describe the topic or question it answers (for example, "Dress code policy").
- Write the Content by hand, or click Suggest Policy or Procedure to have AtIna propose a first draft: type a reference title in the dialog that opens, click Suggest and wait for AtIna to generate the text (up to 1,000 characters). In Additional context you can type any information you want the AI to take into account (for example: which department it applies to, exceptions or regulations it must comply with). Review it, tweak it if you want, and click Accept to place it in the article's Content.
- Click Save. The article is immediately available for people to read and for AtIna to use when answering related questions.
To edit an existing article, open it from the list or from the Edit link on its row; the form is the same one used to create a new article.
Key capabilities
- AI-assisted drafting: AtIna suggests a policy or procedure draft from just a title.
- Meaning-based search (not just exact keywords): AtIna finds the most relevant article for an employee's question even if it doesn't use the exact words from the title.
- Sourced answers in the internal Chat: when AtIna answers using one of your articles, it includes a direct link to that article.
- A simple list sorted alphabetically by Name, with quick access to view or edit each article.
Key fields
| Field | What it's for |
|---|---|
| Name | The article's title. Required, cannot be repeated, and has a maximum of 200 characters. |
| Content | The text of the policy, procedure or answer. Required, with a maximum of 4,000 characters. This is the text AtIna uses to answer related questions. |
Validations on save
- Name is required and cannot be repeated: if another article already has the same Name, AdmCloud rejects the record.
- Content is required and cannot exceed 4,000 characters.
Whenever you save (create or edit), AdmCloud automatically rebuilds the article's meaning-based search index, so AtIna can find it right away in future questions.
Availability, permissions and conditions
- Besides the Enterprise edition, this feature must be turned on as a beta feature by one of your company's administrators from the Enable Beta Features screen; until it's turned on, the Knowledge Base link does not appear in the menu.
- Access to the list, and to creating, editing and deleting articles, is controlled by the "Knowledge Base" user group permission.
- Viewing a single article (the detail screen) only requires being logged in to AdmCloud, without needing the Knowledge Base permission; this lets an employee open the link AtIna suggests in the Chat even if they don't have access to the full list.
Tips and common mistakes
Use descriptive, specific names: since AtIna searches by meaning, a clear Name (for example, "Vacation request procedure" instead of just "Vacation") helps the right answer surface even when an employee phrases the question differently.
Treat AtIna's suggestion as a starting point, not the final text: review and adjust the generated draft so it reflects your company's actual rules before saving it, since AtIna will later use that same text to answer your employees.
A duplicate Name cannot be saved. If you need to update the information on a topic you already documented, edit the existing article instead of creating a new one with the same title.