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How to Create a Knowledge Base and Add Content

Build a knowledge base folder and populate it with text, FAQs, files, or web content to power your agent's responses.

Updated over 2 weeks ago

Quick Start — Build Your First Knowledge Base in 5 Minutes

🚀 New to knowledge bases? Start here.

  1. From the side menu, click Knowledge → + Create Knowledge Base

  2. Give it a name (e.g. "Rossi Clinic KB") and save

  3. Click Add → Text and write your most important business information

  4. Click Add Content

Done. Connect it to an agent and it's live.

What Is the Knowledge Base?

The Knowledge Base is where you store the information your agents reference during calls. Without it, your agent only knows what is written in the prompt. With a good knowledge base, it can answer detailed questions about your business, services, prices, and policies.

You organize content into folders — one folder per agent, topic, or client. Each folder can hold unlimited items.

Step 1 — Create a Folder

  1. Click Knowledge in the side menu.

  2. Click the + Create Knowledge Base button at the top of the left panel.

  3. Enter a Name (e.g. "Rossi Clinic KB", "HVAC After-Hours").

  4. Add a Description to remind yourself what this folder is for.

  5. Save the folder.

Step 2 — Add Content

Open a folder and click the Add dropdown. There are four content types:

Text — Write content directly

Use the built-in rich text editor to write or paste content. Best for: policies, business hours, service descriptions, FAQs in paragraph form.

  1. Click Add → Text.

  2. Enter a Name for this item.

  3. Write or paste your content into the editor.

  4. Click Add Content to save.

FAQ — Structured question and answer pairs

Add specific questions with exact answers. Best for common customer questions where you want a consistent, specific response.

  1. Click Add → FAQ.

  2. Enter a Name for this FAQ item.

  3. Write the Question as a caller would ask it.

  4. Write the Answer the agent should give.

  5. Click + Add Question to add more pairs.

  6. Click Add Content to save.

File — Upload a document

Supported formats: TXT, PDF, DOC, DOCX, MD. Maximum size: 100MB.

  1. Click Add → File.

  2. Enter a Name for this item.

  3. Drag and drop your file or click Select File.

  4. Click Add Content to save.

After uploading, the Status badge shows Processing, then changes to Processed when ready. The agent can only use the content after it shows Processed.

URL — Submit a web page for review

⚠️ The URL type works differently. You submit a link and the Romulus team manually reviews and imports the content before it is added. You will not see it immediately — allow time for the review process. This ensures only accurate, relevant content is imported.

  1. Click Add → URL.

  2. Enter a Name for this item.

  3. Paste the full website URL into the Website URL field.

  4. Select Scan a Single Page from the Scan Preferences dropdown.

  5. Click Submit for Review.

Next Step

Creating a knowledge base does not automatically attach it to an agent. See: How to Connect a Knowledge Base to an Agent.

Common Issues

My uploaded file shows Processing for a long time

Large files take longer. For very large PDFs, this can take several minutes. Refresh the page to check the current status.

The agent is not using my knowledge base content

The knowledge base must be connected to the agent from the Configure tab. Creating the folder alone is not enough.

My URL submission has not appeared

URL content requires manual review by the Romulus team. If it has been more than 48 hours, contact support.

Related Articles

  • How to Connect a Knowledge Base to an Agent

  • How to Define Your AI Agent's Behaviour Through the Prompt

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