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The Knowledge Base is the foundation of your agent’s knowledge. By adding approved source material — documents, websites, curated Q&A pairs, and text snippets — you give your agent the content it needs to provide accurate, evidence-based responses grounded in your own materials rather than general AI knowledge.
Access the Knowledge Base by selecting an agent from the Agents list and clicking the Knowledge Base tab.

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How it works

When a user asks a question, the RoseRx Platform retrieves relevant information from your Knowledge Base in two stages:
  1. Q&A pair lookup — The platform first checks whether the question matches one of your curated Q&A pairs. If a confident match is found, the exact pre-approved answer is returned to the user.
  2. Document retrieval (fallback) — If no Q&A match is found, the platform runs a hybrid search — combining semantic similarity with keyword matching — across your PDFs, URLs, and text snippets. The most relevant chunks are passed to the AI model as context, and the model generates a grounded response (Retrieval-Augmented Generation, or RAG).
This two-stage approach means you can lock down high-stakes answers with Q&A pairs while still letting the agent draw on broader source material for everything else.

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Source types

You can add four types of source material to your Knowledge Base. Each is suited to different content and behaves differently at runtime.

PDF documents

Upload PDFs such as prescribing information, clinical study reports, product information leaflets, and approved marketing materials.

Website URLs

Add web page URLs to scrape and index content from your existing websites, product pages, or online resources.

Q&A pairs

Define a question and an exact, pre-approved answer. When a user’s question matches semantically, the answer is returned verbatim.

Text snippets

Paste free-form text — paragraphs of product information, policy excerpts, or supporting context — for the agent to reference.

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At a glance

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Uploading PDF documents

1

Open the upload sheet

On the Knowledge Base tab, click Add Document. An upload sheet will appear.
2

Select your file

Click the upload area or drag and drop a PDF file. The file must be in PDF format and no larger than 10 MB.
3

Add metadata

Fill in the document details:
  • Name — A descriptive name for the document
  • Author — The document author or organization
  • Publication date — When the document was published
  • Therapeutic area — The relevant therapy area
  • Source type — The category of the document
4

Upload and process

Click Upload to submit the document. It will begin processing immediately.
Upload your product information leaflets, clinical studies, SmPCs, and approved labeling to give your agent comprehensive, authoritative knowledge.

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Adding website URLs

1

Open the URL sheet

On the Knowledge Base tab, click Add URL. A URL entry sheet will appear.
2

Enter the URL

Paste the full website URL you want to index. The page content will be scraped and processed.
3

Add metadata

Fill in the source details — name, author, publication date, therapeutic area, and source type — just as you would for a PDF.
4

Submit for processing

Click Add to submit the URL. The platform will fetch and index the page content.

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Adding Q&A pairs

A Q&A pair is a curated question with an exact, pre-approved answer. When a user asks a question that semantically matches yours, the platform returns your answer verbatim — no model paraphrasing.
1

Open the Q&A pair sheet

On the Knowledge Base tab, click Add Q&A Pair. A creation sheet will appear.
2

Write the question

Enter the question the way a user would naturally ask it. The question is what the platform matches against — phrasing matters.
3

Write the answer

Enter the exact answer you want returned. This text is shown to the user as-is, so use the wording you would approve for any other communication.
4

Save

Click Save. The Q&A pair is available immediately — no asynchronous indexing.
Only the question is embedded for semantic matching. If users phrase the same question in significantly different ways, consider adding multiple Q&A pairs covering each phrasing.
Q&A pairs are ideal when wording matters — regulatory disclaimers, brand-approved phrasing, scripted responses to sensitive questions, and FAQs where you don’t want the model to improvise.

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Adding text snippets

Text snippets are free-form passages of text — a paragraph from a leaflet, a policy excerpt, a section of product information — that the agent can reference when answering questions.
1

Open the text snippet sheet

On the Knowledge Base tab, click Add Text Snippet. A creation sheet will appear.
2

Name the snippet

Give the snippet a descriptive name so you can find and manage it later.
3

Paste the content

Paste the text you want to add. Snippets must be at least 100 characters.
4

Add optional metadata

Set a source (where the content came from) and a category if you want to organize your snippets.
5

Save and process

Click Save. The snippet is queued for chunking, embedding, and indexing — the same processing pipeline as PDFs and URLs.

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Q&A pairs vs text snippets

These two formats often overlap in subject matter, but they behave very differently. Use this guide to choose the right one. Use a Q&A pair when:
  • You want a single, canonical answer returned word-for-word.
  • Wording is high-stakes — regulatory, legal, brand, or scripted.
  • The content fits naturally as one question and one answer.
  • You want the answer returned even if surrounding documents don’t contain it.
Use a text snippet when:
  • The information is a paragraph or section that the agent should weave into responses with surrounding context.
  • The same content might be relevant to many different questions.
  • You want the agent to summarize, quote, or combine the snippet with other sources.
  • The content doesn’t fit neatly as a single question/answer.
At runtime, Q&A pairs are checked first. If a confident semantic match is found, the user gets your exact answer with no AI paraphrasing. Otherwise the platform falls back to chunk retrieval across PDFs, URLs, and text snippets, and the model generates a response grounded in those chunks.

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Document processing pipeline

After you add a PDF, URL, or text snippet, it moves through a processing pipeline. Q&A pairs are not part of this pipeline — they are stored and matched directly without chunking.
The Knowledge Base page automatically checks for status updates every 5 seconds while sources are processing. You’ll receive a toast notification when indexing is complete.
Documents may take a few minutes to process depending on their size. Large clinical study reports or lengthy prescribing information documents will take longer than shorter materials.

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Managing sources

Once a source is indexed (or, for Q&A pairs, saved), you can manage it from the Knowledge Base list:
  • Edit — Update the question and answer, the snippet content and metadata, or the document name and metadata.
  • Reindex — For PDFs, URLs, and text snippets, trigger reprocessing if the underlying content has changed. (Q&A pairs are re-embedded automatically when the question is edited — no manual reindex needed.)
  • Delete — Permanently remove the source from the Knowledge Base.
Deleting a source removes it from the agent’s knowledge immediately. The agent will no longer be able to reference that content in its responses.

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Best practices

Prioritize approved and authoritative materials — prescribing information, approved labeling, published clinical studies, and regulatory-approved marketing content. The quality of your agent’s responses directly reflects the quality of its knowledge base.
When wording is regulated, branded, or otherwise must not be paraphrased, write a Q&A pair. The exact answer is returned to the user verbatim — the model does not rewrite it.
A text snippet should cover a single topic. Tightly scoped snippets produce more coherent chunks, which leads to more accurate retrieval and cleaner responses.
Q&A pair matching is semantic but not magic. If the same question is asked in very different ways, consider adding a Q&A pair for each phrasing.
When product information changes (new indications, updated safety data, revised labeling), update or replace the relevant sources in your Knowledge Base promptly.
Accurate metadata helps you manage a growing knowledge base. Use clear, consistent names and always specify the therapeutic area and publication date.
Check back after adding a PDF, URL, or text snippet to confirm it reaches Indexed status. If a source shows an Error status, review it and re-add or reindex if needed.