The Knowledge table allows you to automatically extract data from your files at a large scale, thus leaving you more time to focus on higher value tasks.

Files formats for which knowledge can be extracted are listed in Accepted resources where parsing is possible.

TABLE OF CONTENTS

• Create a Knowledge table
• Configure your table
  • Add a single field
    • Extract data
    • Enrich
    • Add a manual field
  • Add pre-configured fields
• Understand and manage results
  • Cells status
  • Explain results
  • Review file
• Personalize your table
  • Manage files
    • Upload a file
    • Remove a file
  • Manage fields
    • Hide a field
    • Delete a field
    • Duplicate a field
    • Edit a field
    • Recompute a field
    • Resize a field
    • Pin field to the left
    • Reorder
• Export
• Collaborate
  • See who is working on the table
  • Lock fields to prevent edition
  • Check field activity

Create a Knowledge table

A Knowledge table can be created from a collection, hosted in the Library or in a project.

The table is linked to the collection, meaning that:

• if you update it from a project, it will also be updated in the Library
• its actions are governed by the collection's policy: users with READ access will only be able to see the table but not interact with it.

To access the table, go to your collection and click on the Knowledge button.

Configure your table

If your collection contains files, they will be visible in the first column of the table. 

If you don't have files yet, you can upload or drag&drop them directly from your table.

Disclaimer: your files must be indexed for the data extraction to work.

You can then proceed and add new fields (columns) to extract the information needed.

To do this, click on the '+' next to the file column.

Add a single field

You can:

• extract 
• enrich
• add a Manual field

Extract data

To extract information from your files, you need to:

• add a field name (header)
• add a guideline (optional): you can for example limit the answer with an amount of characters or impart the output you are expecting
• select a field type: text, whole number, floating number, binary (True/False)

You can also specify if the answer can be multiple. For example, if you are requesting for authors names, there may be several, so you need to allow multiple values answer.

You are not limited in the way you ask for information, it can be from a simple word to a question with thorough guidelines.

Enrich

Enrich allows you to find information online to complete your data.

You need to:

• add a field name 
• select the source: wikipedia, brave browser (web search), other collections
• add a guideline (optional): you can precise what you are looking for
• select a field type: text, whole number, floating number, binary (True/False)
• allow multiple values if needed
• select the field(s) used as input: you might want to enrich a specific column of your table

Add a manual field

You can use manual field to add information that cannot be provided by the system, for example personal notes or a code used internally to classify documents.

To add a manual field, you need to:

• add a field name
• select a field type
• allow multiple values if needed

The field will be created and you will be able to fill in the cells as long as you respect the format selected.

Add pre-configured fields

You can add pre-configured fields, named presets, that you previously saved to gain some time building your table.

Columns will be added and automatically filled.

To create new presets, please refer to the article Manage presets.

Understand and manage results

Cells status

Cells can have different statuses:

• pending (waiting in queue) - orange timer icon: you won't be able to interact with the cell, you need to wait
• running (result is being computed) - blue loader: you won't be able to interact with the cell, you need to wait
• incomplete (something is missing, for example an input, and the result cannot be computed) - red dot: you need to edit the field configuration or your table to make sure every element is available, then recompute the field.
• error (something went wrong and prevented from getting an output) - red dot: you can check if your file is well indexed, try recomputing or contact the support
• output (result has been computed): you can double click and manually edit the result if needed
• stale (input or extract configuration has changed but not the result) - orange dot: you should recompute the cell or the field
• manually edited (it means someone edited the result) - blue dot

Explain results

Once a result is computed, four actions are available:

• Recompute: relaunch the computation of the cell (current result and status will be replaced)
• Expand: view the full result (long text might be truncated)
• Explain: get an overview of the file, including an answer, the explanation and an in-text justification

• Edit: edition is available by double clicking on the result.

Review file

Once you have created all the columns you want, you can easily check the results by opening the file and reviewing all computed answers.

If some answers do not match your expectations, you can edit them by double clicking on the result.

They will be marked as 'manually edited' with a timestamp.

You can recompute the cell if you want to go back to the previous unedited answer.

Personalize your table

Manage files

Upload a file

You can upload new files to your table, they will also be added to your collection.

Results will automatically be computed for each column once the file is indexed.

To upload new files, you can:

• click on the blue '+' button 
  • upload a file or folder from your computer
  • select a file from your Library
• click on the '+' on the last row of your table and 
  • upload a file or folder from your computer
  • select a file from your Library
• drag and drop a file directly onto the table

Remove a file

You can remove a file directly from the table. 

To do so, click on the arrow next to the file and click on 'Delete'.

It will also be removed from your collection.

Manage fields

Fields actions are available by clicking on the arrow next to the field name.

Hide a field

You can hide fields to get a simpler view of your table while working on specific fields.

Hidden fields are then accessible from the menu, where you can unhide them.

Delete a field

You can delete a field. It will be removed from the table and the extracted data will be lost.

Duplicate a field

You can duplicate a field. A configuration box will appear with the configuration of the field. You can update it and/or validate to create the new column.

Edit a field

You can edit the configuration of a field. When validating, the column is automatically recomputed.

Recompute a field

You can recompute a field. This will relaunch the calculation for all the cells.

Resize a field

You can resize a field to adapt its width. To do so, go to the headers, to the immediate left of the separation between fields.

Your icon will change. You can then click and expand or narrow the field.

Pin field to the left

If you need a field to stay fixed and visible when scrolling through your table, you can pin it to the left of your table.

Reorder

You can reorder your columns by grabbing them and moving them where you want.

Export

You can export your Knowledge table in .csv or .xlsx format.

To do so, click on 'Download' at the top-right corner of the table, and select the export format.

Collaborate

See who is working on the table

To facilitate the collaboration on the table, some protections have been added.

You can see who is currently working on the table by checking the user icons on the top-right corner of the screen.

Lock fields to prevent edition

Fields are locked to avoid edition by another collaborator while you are working on it.

Manually lock a field to prevent edition by another collaborator. 

Only you or a sys admin can unlock it.

Check field activity

Consult field activity to see when it was created and last edited, and by whom.