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Who can use this?
  • Owners and Admins, and roles that can update AI agents.
  • File uploads: Essential and Advanced. Website URLs: Advanced only.
Add files (and, on Advanced, web pages) to a Knowledge Base. Gallabox processes them after you upload. That uses AI credits. Check status until it shows Completed.

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Plan Availability

See Knowledge Base for storage limits.

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What you can add

Total Knowledge Base storage: 10 MB on Essential, 100 MB on Advanced. Leave chunk settings at the defaults unless answers feel too narrow or too vague.

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How to add a PDF

1

Open Knowledge Base

Go to Settings → AI → Knowledge Base.
2

Open or create a Knowledge Base

Open the library you want to fill.
3

Upload the PDF

Add the file. Drag and drop, or browse.
4

Wait for Completed

Status goes Pending → Processing → Completed.
PDF tips:
  • Use a text PDF, not a scan.
  • Drop cover pages and legal filler before you upload.
  • Clear headings produce better answers.

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How to add a CSV or Excel file

1

Open the Knowledge Base

Go to Settings → AI → Knowledge Base, then open the library.
2

Upload the spreadsheet

Add the .csv or .xlsx file.
3

Map columns if asked

  • Text column: what the agent should search (product description, FAQ answer).
  • Other columns: extra context (name, price, category).
4

Wait for Completed

Do not attach the library to an agent until status is Completed.
Spreadsheet tips:
  • Put the main text in the first column when you can.
  • For a catalog, search product_description and keep name, price, and category as extra columns.

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How to add a URL (Advanced)

1

Open the Knowledge Base

Go to Settings → AI → Knowledge Base, then open the library.
2

Add a website URL

Enter the page. Gallabox uses the sitemap if it can, or follows links on the site.
3

Review the pages

Pick the pages you actually want. Do not add the whole site if you only need FAQs.
4

Confirm and wait

Confirm, then wait for Completed.
URL tips:
  • Start with your FAQ or help centre.
  • Extra pages add noise and use more AI credits.

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How to check status

  1. Go to Settings → AI → Knowledge Base and open the library.
  2. Read each source:
    • Pending: waiting
    • Processing: in progress
    • Completed: ready
    • Failed: open the error, then retry
  3. Click Retry on a failed source.

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How to re-index a document

1

Open the document

Go to Settings → AI → Knowledge Base, then find the file or URL.
2

Refresh

Click the refresh icon next to it.
3

Upload the new file if needed

Or confirm the updated URL.
4

Wait for Completed

Re-indexing uses AI credits. Do it when prices, policies, or product details change.

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Example

You have a 50-page product manual as a text PDF.
  1. Open the PDF in a browser. Confirm you can select the text (not a scan).
  2. Go to Settings → AI → Knowledge Base, open your library, and upload the PDF.
  3. Keep chunk defaults.
  4. Wait for Completed.
  5. Attach the library on the agent’s Knowledge tab.
  6. Test with “How do I connect the API?” and “What’s the minimum system requirement?”

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FAQs

Common causes:
  • It is a scan, not selectable text
  • It is password-protected
  • The file is damaged (try opening it in a browser)
  • The file is over 15 MB. Split it
Convert a scan with OCR (Adobe Acrobat or Google Docs) before you upload.
It depends on how much text is in the files. See AI Wallet.
You can add many pages, but you should not. Pick the pages that answer real questions. A huge crawl takes longer, costs more credits, and can make answers worse.
Ask a question that only your documents can answer. If the reply cites those details, it is working. If the reply is generic, check: (1) status is Completed, (2) the library is attached on the agent’s Knowledge tab, (3) the question uses the same words as the document.