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Knowledge, index and documents

The knowledge index connects the different information sources in Alcilla. It enables searches not only for exact words but also for statements that match the meaning of a query.

Which content can be included?

Depending on the configuration, the search index can include content such as:

  • approved document folders,
  • converted Office and PDF documents,
  • emails,
  • notes,
  • minutes created by Recorder,
  • local and shared Kanban boards.

Chat histories and research reports are not added to the knowledge index automatically.

How does search work?

Alcilla combines two search methods:

  • Keyword search: finds exact terms, names, numbers, and wording.
  • Semantic search: finds passages whose meaning is relevant to the question.

Combining the two methods improves result quality for real-world company data.

Sources remain traceable

An answer refers to its underlying sources. Where supported by the source, users can also navigate from the search result to the original document or email.

Many company documents are not available as easily searchable text. The Convert area can use Docling to transform Office documents and PDF files into Markdown.

The following principles apply:

  • Original files are not modified or deleted.
  • Converted text versions are stored in a separate destination folder.
  • New or modified files can be detected automatically.
  • Progress can be monitored in Alcilla.
  • After successful conversion, the knowledge index is updated.

Document folders instead of individual files

Conversions are organized in document folders. A source folder is monitored, and the processed results are stored in a corresponding structure.

Limitations and quality

The quality of an answer depends on several factors:

  • currency and quality of source documents,
  • the selected language and embedding models,
  • document structure and conversion quality,
  • access permissions and selected data sources,
  • how the question is phrased.

Alcilla can make search and preparation easier, but it does not replace expert review. The original source must be checked particularly for legal, medical, financial, or security-critical content.