Last updated: Nov 17, 2025, 05:25 PM UTC

Creating Your First Knowledge Base Project

Learn how to organize your documents into a comprehensive knowledge base that Sasha can intelligently navigate and query.

What is a Knowledge Base Project?

A knowledge base project in Sasha Studio is a collection of related documents that form a cohesive information repository. Think of it as your organization's brain - organized, searchable, and intelligent.

Planning Your First Project

Choose Your Project Scope

Start with one of these focused areas:

  1. Department Knowledge Base

    • HR policies and procedures
    • Marketing strategies and campaigns
    • Technical documentation
    • Sales playbooks

  2. Project Documentation

    • Project plans and timelines
    • Meeting notes and decisions
    • Requirements and specifications
    • Status reports and updates

  3. Product Information

    • Product specifications
    • User manuals and guides
    • FAQs and troubleshooting
    • Feature documentation

  4. Company Overview

    • Mission and values
    • Organizational structure
    • Policies and procedures
    • Training materials

Step-by-Step Project Creation

Step 1: Create Project Structure

  1. Click New Project in the dashboard
  2. Name your project (e.g., "Q1 2024 Marketing Knowledge Base")
  3. Add a description to help others understand the project scope
  4. Choose a color or icon for easy identification

Step 2: Gather Your Documents

Collect documents that belong together:

Marketing Knowledge Base/
├── Strategy Documents/
│   ├── 2024-marketing-strategy.pdf
│   ├── brand-guidelines.pdf
│   └── competitor-analysis.xlsx
├── Campaign Materials/
│   ├── q1-campaign-plan.docx
│   ├── social-media-calendar.xlsx
│   └── content-templates.pdf
├── Analytics/
│   ├── performance-metrics.pdf
│   ├── roi-analysis.xlsx
│   └── customer-insights.pptx
└── Processes/
    ├── campaign-workflow.pdf
    ├── approval-process.docx
    └── toolkit-guide.md

Step 3: Upload Documents

  1. Batch Upload: Select multiple files at once
  2. Drag and Drop: Organize into folders as you upload
  3. Add Metadata: Tag documents with relevant keywords
  4. Set Permissions: Control who can access what

Pro Tip: Upload your most important documents first. Sasha learns from the order and frequency of document usage.

Step 4: Initial Configuration

Configure your project settings:

  1. Access Control

    • Set project visibility (Private/Team/Organization)
    • Assign team members
    • Define roles and permissions

  2. Processing Preferences

    • Enable OCR for scanned documents
    • Set language preferences
    • Configure extraction rules

  3. Integration Settings

    • Connect to cloud storage
    • Set up auto-sync folders
    • Configure webhooks for updates

Training Sasha on Your Project

Initial Learning Phase

Once documents are uploaded, Sasha begins learning:

  1. Content Analysis (5-10 minutes)

    • Extracts key concepts
    • Identifies relationships
    • Maps information structure

  2. Context Building

    • Understands document relationships
    • Creates knowledge graph
    • Builds semantic connections

  3. Optimization

    • Indexes for fast retrieval
    • Generates summaries
    • Prepares for queries

Enhancing Understanding

Help Sasha understand your content better:

  1. Add Context Documents

    Include:
- Glossaries of terms
- Acronym lists
- Organizational charts
- Process diagrams

  2. Provide Examples

    • Upload Q&A documents
    • Include FAQs
    • Add decision logs

  3. Define Relationships

    • Link related documents
    • Create document hierarchies
    • Tag cross-references

Testing Your Knowledge Base

Initial Test Queries

Try these types of questions to test your knowledge base:

  1. Factual Questions

    • "What is our current marketing budget?"
    • "Who is responsible for social media?"
    • "What are our brand colors?"

  2. Process Questions

    • "How do we approve new campaigns?"
    • "What's the workflow for content creation?"
    • "What are the steps for budget allocation?"

  3. Analytical Questions

    • "What were our top performing campaigns?"
    • "How does our strategy compare to last year?"
    • "What insights do we have about customer behavior?"

  4. Synthesis Questions

    • "Create a summary of Q1 performance"
    • "What patterns emerge from our campaigns?"
    • "How can we improve based on current data?"

Refining Responses

If responses aren't quite right:

  1. Add More Context: Upload related documents
  2. Clarify Questions: Be more specific in queries
  3. Provide Feedback: Use the feedback buttons
  4. Update Documents: Ensure information is current

Project Best Practices

Document Organization

DO:

  • Group related documents together
  • Use clear, descriptive file names
  • Maintain consistent formatting
  • Update documents regularly
  • Remove outdated information

DON'T:

  • Upload duplicate documents
  • Use vague file names like "Document1"
  • Mix unrelated content
  • Keep conflicting versions
  • Forget to update metadata

Optimal Project Size

Project Type Recommended Docs Max Docs Processing Time
Small 10-50 100 5-15 mins
Medium 50-200 500 15-30 mins
Large 200-500 1000 30-60 mins
Enterprise 500+ Unlimited 1-2 hours

Maintenance Schedule

  • Daily: Review new queries and feedback
  • Weekly: Update frequently changing documents
  • Monthly: Audit and clean up old content
  • Quarterly: Comprehensive project review

Iterating and Improving

Monitor Usage

Track how your knowledge base is being used:

  1. Analytics Dashboard

    • Most queried topics
    • Common questions
    • User satisfaction scores
    • Response accuracy metrics

  2. Identify Gaps

    • Unanswered questions
    • Low confidence responses
    • Missing information areas
    • User feedback patterns

Continuous Enhancement

  1. Add Missing Content

    • Fill identified gaps
    • Upload requested documents
    • Create FAQ documents

  2. Improve Quality

    • Update outdated information
    • Clarify ambiguous content
    • Add visual aids and diagrams

  3. Expand Coverage

    • Include edge cases
    • Add historical context
    • Incorporate lessons learned

Success Metrics

Your knowledge base is successful when:

  • Team members find answers in < 30 seconds
  • 80%+ queries answered accurately
  • Reduces repetitive questions by 50%
  • New team members onboard 3x faster
  • Decision-making improved with instant access to information

🚦 Next Steps

Now that your first project is running:

  1. Create Specialized Projects - Set up department-specific knowledge bases
  2. Integrate Workflows - Connect Sasha to your daily tools
  3. Train Your Team - Share best practices for using Sasha
  4. Explore Advanced Features - Custom prompts, automations, APIs
  5. Scale Your Knowledge - Expand to organization-wide deployment

Related Resources

Congratulations! You've created your first knowledge base project. As you add more documents and refine your queries, Sasha becomes increasingly powerful - transforming your static documents into a dynamic, intelligent knowledge system that grows with your organization.