How To Train Knowledge Manager Using Your Own Content?

The ProProfs Knowledge Base AI Management section lets you connect your own content — Files, Text, FAQs, and Websites — so your AI can search and answer customer questions accurately. Find it under AI Settings > Knowledge Manager.

What is ProProfs Knowledge Manager?

Knowledge Manager is a settings area in ProProfs Knowledge Base where you connect and manage all the sources that train your AI. It only becomes active after you turn on AI-Powered Search in AI Configuration. Once connected, the AI reads every source you add and uses it to answer customer searches on your help site.

Why Use It?

Connecting more sources gives your AI more context to draw accurate answers from.

• Customers keep asking questions your articles don't cover word-for-word. Add FAQ pairs so the AI can answer them directly, even without a matching article.
• You already have manuals, specs, or policy documents sitting in files. Upload them as-is so the AI can train on that content without rewriting it as articles.
• Your product site or blog has content outside the help center. Add the website link or sitemap so the AI can read and reference it too.

Example Use Cases

• A support agent uploads a product specification PDF so the AI can answer detailed spec questions during search.
• A knowledge base admin adds a set of FAQ pairs covering common billing questions so the AI answers them consistently.
• A content manager adds the company website's sitemap so the AI can pull in pages that live outside the help center.

Step-by-Step Instructions

Step 1: Go to Settings in the top navigation bar & there will be AI Settings > Knowledge Manager.

Step 2: Click the source type you want to add — File Upload, Text, FAQ, or Website — and follow the steps for that source type below.

Adding a file

Step 4: Click the File Upload card to open the file source list.

Step 5: Click + Add new in the top right and select the file you want to upload from your device.

Adding a text source

Step 6: Click the Text card to open the text source list, then click + Add new.

Step 7: In the Add new text source modal, enter a Source name and paste your content into the Content field.

Step 8: Click Add text source to save — the source appears in the list with a Completed status once the AI has processed it.

Adding a FAQ source

Step 9: Click the FAQ card, then click + Add new to open the Add new FAQ modal.

Step 10: Enter the Question and Answer, then click Add FAQ.

Adding a Website

Step 11: Click the Website card to open the website source section — it has three sub-tabs: Crawl links, Sitemap, and Webpage.

Step 12: Select the sub-tab that matches your source type — use Crawl links to crawl an entire site root, Sitemap for an XML sitemap URL, or Webpage for a single page.

Step 13: Click + Add new, enter a Source name and the URL in the Add crawl link modal, then click Add source.

Step 14: Once all your sources are added, click Sync All in the top right of the Sources & Training tab to ensure the AI has processed the latest version of every source.