Knowledge Base
Part of the Anaya Care Handbook — the source of truth for how the product must behave. When the product needs to change, change this document first, then make the system match it.
What this covers
This page governs the : each agency's private library of uploaded documents (policies, procedures, manuals, reference material) that staff can search by meaning and that the AI draws on when generating training content (see Trainings and AI Features).
The knowledge base is also where an agency builds internal onboarding and training material from its own documents and stores hiring and performance questionnaires. The agency's care methodology rules are not kept here as documents — they live in Agency Memory as a structured rule set, because a policy must be applied every time rather than retrieved when it happens to look relevant. Those rules govern how the AI generates AI-Generated Task Instruction Steps and Engagement Activities programs. State-required training is not handled here — it lives in the Trainings module.
Key terms
- Knowledge base — an agency's private library of uploaded documents that the AI can draw on when generating training content.
- Document processing — the step that makes an uploaded document searchable by meaning; a document is only usable once processing succeeds.
- Policy & procedure document — an agency-uploaded document describing its own policies and procedures, used for digital onboarding and as the basis for internal training.
- Digital onboarding — onboarding new staff using the agency's own uploaded materials, rather than generic platform content.
- Internal training module — company-specific training built only from the agency's own policies; it cannot replicate the content of the Anaya Caregiver Training Module.
- Hiring test questionnaire — a question set an agency stores here to screen candidates during hiring.
- Performance-metric questionnaire — a question set an agency stores here to measure staff performance.
- Methodology configuration — the agency's care methodology rules, set in Agency Memory, that govern how the AI generates Task Instruction Steps and engagement programs; the generation engine itself is platform-level and methodology-neutral.
- Company-added daily motivation — a motivational quote an agency adds and manages here for display through Daily Motivations.
How it works
Uploading and searching documents
An agency uploads its own documents — including its policies and procedures — into its private knowledge base. Each document is processed so it becomes searchable by meaning, and staff can search the library directly. Failed document processing can be retried.
Onboarding and internal training
The agency's uploaded materials feed digital onboarding for new staff and internal training modules built from the agency's own policies. When generating training content, the agency selects which of its own documents the AI should draw on; the AI grounds the training material in those documents. Internal training built here may only reflect the agency's own policies — it cannot replicate the content of the Anaya Caregiver Training Module (see Trainings). State-required training is not handled here; it lives in the Trainings module.
Hiring and performance questionnaires
The agency stores hiring test questionnaires for screening candidates and performance-metric questionnaires for measuring staff performance alongside its other knowledge base content.
Methodology configuration
The agency configures its care methodology rules in Agency Memory, where they are written as a structured rule set that the AI is given word-for-word rather than as a document it searches. These rules govern how the AI translates assessment inputs into step structure, language, and sequencing when it generates AI-Generated Task Instruction Steps and Engagement Activities programs. The generation engine is platform-level and methodology-neutral; what the agency configures here is the rule set the engine applies.
Daily motivations
Motivational quotes an agency adds itself are managed here, then surfaced through Daily Motivations.
Rules
- KB-1 — Knowledge base documents belong to the business that uploaded them. A user can only see, search, change, delete, or generate from documents owned by their own business — never another business's.
- KB-2 — A document must finish processing before it can be searched or used for generation. Failed processing must be reported and must be retryable.
- KB-3 — An agency can upload its own policy and procedure documents into the knowledge base for use in onboarding and internal training. (🚧 Spec only)
- KB-4 — Internal training and onboarding material generated from the knowledge base may only reflect the agency's own policies; it must not replicate the content of the Anaya Caregiver Training Module. (🚧 Spec only)
- KB-5 — State-required training is handled in the Trainings module, never in the knowledge base. (🚧 Spec only)
- KB-6 — An agency can store hiring test questionnaires and performance-metric questionnaires in the knowledge base. (🚧 Spec only)
- KB-7 — An agency's care methodology rules are configured in Agency Memory as a structured rule set, not as a knowledge base document, and those rules govern how the AI generates Task Instruction Steps and engagement programs.
- KB-8 — Company-added daily motivational quotes are managed in the knowledge base before they are surfaced through Daily Motivations. (🚧 Spec only)
- KB-9 — An agency adds documents by dropping one or more files into the knowledge base at once. Anaya reads each file and proposes a title, a category, tags, and a short description. A person reviews and confirms each document before it joins the library; nothing is added without that confirmation, because the category decides whether the document is ever drawn on when the AI writes. Anaya never proposes who a document is for, how sensitive it is, or which client it relates to — those stay the agency's to set.
- KB-10 — If Anaya cannot read the words in a file, the agency is told so before saving, in the moment and not minutes later. The document can still be added and stays downloadable, but it will not be searchable and will not ground Anaya's answers until a readable copy replaces it.
Note: was retired from the AI Features page (AI-14). The rule on what training generation may draw on lives on as on Trainings. IDs are never reused.
Who can do what
| Action | Who is allowed |
|---|---|
| Add, update, delete, or reprocess knowledge base documents (including policy and procedure documents) | Roles with the knowledge base management permission |
| Drop files into the knowledge base and confirm the details Anaya suggests | Roles with the knowledge base management permission |
| View and search the knowledge base | Roles with the knowledge base viewing permission |
| Generate onboarding and internal training content from the knowledge base | Staff who manage trainings in the business |
| Add and manage hiring test and performance-metric questionnaires | Roles with the knowledge base management permission |
| Configure the agency's care methodology rules | Owner and Admin (see Agency Memory) |
| Add and manage company daily motivational quotes | Roles with the knowledge base management permission |
Decisions needed
- Should hiring test and performance-metric questionnaires () be free-standing question sets in the knowledge base, or should they reuse the questionnaire model used elsewhere in the product? The single home for questionnaires is undecided.
- For company daily motivations (), confirm whether authoring happens in the knowledge base and display is owned by Daily Motivations, or whether both live on one page; the split of responsibility is undecided.
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