Help Center
Home Office AI Receptionist

Adding and updating text-based knowledge

Valid for AI Receptionist.

The text append feature allows you to teach your AI Receptionist new information manually without deleting what it already knows. Instead of replacing old files, this tool adds new details to the bot's memory bit by bit. This guide will show you how to add new data, check your update history, and clear the memory if your information changes.

Note

Adding text is separate from the information the bot gathers from websites. Clearing your text memory will not affect any data pulled from web links.

How text memory works

When you paste new information into the system, the AI processes it in the background. It organizes the data into topics so it can find the right answers during a conversation.

  • Processing time: It usually takes a few minutes for the AI to learn the new information.
  • Capacity: You can add up to 100,000 characters at one time. If you try to add more, the system might run into an error.

Teaching the AI Receptionist new information

To give your AI Receptionist new facts or instructions, follow these steps:

  • Log in to your IONOS account.
  • Click on Menu > AI Receptionist in the title bar. The AI Agent Portal opens.
  • Click on Customer Portal under Actions for the desired receptionist. The Dashboard opens.
  • Click on Settings from the left-side menu.
  • Click on the Knowledge Base tab.
  • Find the attribute named project_attributes_rag_knowledge_base_append_text.
  • Paste the text you want the bot to learn into the value box.
  • Click on Save & Publish All Changes in the top right corner.

Once the system finished processing, the box will clear itself, meaning it is ready for you to add more information later.

Checking your history

You can see a record of everything you have added to the AI's memory by looking at the log. This is helpful if you need to double-check when a specific update was made.

  • Find the attribute project_attributes_rag_knowledge_base_append_text_log.
  • Look through the text. The most recent updates will be at the bottom of the list.

Note

The log can hold about 180,000 characters. When it gets too full, the system will automatically remove the oldest entries to make room for new ones.

Clearing the AI's memory

If your business info changes (like a new price list or a change in policy) you might want to wipe the old text memory and start fresh.

  • Locate the attribute project_attributes_rag_knowledge_base_append_text_reset.
  • Change the value to True.
  • Click on Save & Publish All Changes in the top right corner.

The receptionist will immediately forget everything you previously added through the text append tool. Once the reset is done, the setting will automatically switch back to False.

Example scenario

Here is an example scenario for updating a clothing store policy.

The situation: A store owner wants to add a new "Holiday Return Policy" to the AI Employee's knowledge without losing the standard year-round rules.

The action:

  • The owner copies the new holiday dates and return conditions.
  • They paste this text into project_attributes_rag_knowledge_base_append_text.
  • After a short wait, they check the project_attributes_rag_knowledge_base_append_text_log attribute to confirm today's date is listed.
  • The AI Receptionist can now tell customers about holiday returns while still knowing the standard 30-day return policy.

Content