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Who can use this?
  • Gallabox users with Bot Builder access who want to add documents to their Chat AI Agent’s Knowledge Base.
  • Roles: Owners and Admins.
Each data source type has a different upload process. Documents are chunked and indexed after upload — this takes time and consumes AI credits. You can check the indexing status in the Knowledge Base panel.

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Plan Availability

See Knowledge Base for storage limits.

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What Data Sources Can I Add?

Per-file upload limit: 10MB on Essential, 15MB on Advanced. Total Knowledge Base storage is 50MB per account.

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Chunk Settings

Chunk size and overlap are set at the Knowledge Base level, not per upload. Every document you add to a knowledge base inherits its chunk settings:
  • Chunk size — default 800 tokens
  • Overlap — default 400 tokens
The defaults work well for most content — larger chunks keep more context together, while more overlap prevents information from being lost at chunk boundaries.

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How to Add a PDF

1

Go to AI Agents and Bots

Open it in the left navigation of Gallabox.
2

Open a Chat AI Agent

3

Click Settings → Knowledge Base

4

Click Add Data Source → PDF

5

Upload your PDF file

Drag and drop the file, or click to browse.
6

Click Upload

7

Wait for indexing to complete

The status changes from Pending to Processing to Completed.
Tips for PDFs:
  • Use text-based PDFs, not scanned images. Scanned documents are not readable by the indexing system.
  • Remove unnecessary pages (e.g., cover pages, legal disclaimers) before uploading.
  • Structured documents (with clear headings and sections) produce better answers than unstructured text.

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How to Add a CSV or Excel File

1

Go to AI Agents and Bots → \[Your Agent] → Settings → Knowledge Base

2

Click Add Data Source → CSV or Excel

3

Upload your file

4

Select the sheet

Do this for Excel files with multiple sheets.
5

Map the columns

  • Text column — the column the agent will search in
  • Metadata columns — additional context fields (e.g., product name, category)
6

Click Upload

7

Wait for indexing to complete

Tips for CSV/Excel:
  • First column should be the primary text field (e.g., product description, FAQ question).
  • Additional columns are stored as metadata and help the agent contextualise answers.
  • Example: For a product catalog, the text column might be “product_description” and metadata columns might be “product_name”, “price”, “category”.

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How to Add a URL

1

Go to AI Agents and Bots → \[Your Agent] → Settings → Knowledge Base

2

Click Add Data Source → URL

3

Enter the URL of the page to crawl

4

Set max pages to crawl

Default is 10 — increase it for larger sites.
5

Click Crawl

6

Review the extracted content

Gallabox extracts text from the page(s) and shows a preview.
7

Click Confirm

8

Wait for indexing to complete

Tips for URL crawling:
  • Start with your FAQ page or help centre — these are the most useful sources for a Chat AI Agent.
  • Crawl only the pages you need — crawling entire websites adds noise and consumes more AI credits.
  • Gallabox follows internal links on the page but won’t crawl the entire site by default.

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How to Add Product Catalog Data

The Knowledge Base accepts two source types: file uploads and web pages. To make product catalog data available to the agent, export your catalog from your e-commerce platform as a CSV or Excel file and upload it as a file data source.
Pro tip: The CSV/Excel method lets you hand-pick exactly which product attributes the agent can search — include the columns that matter (name, description, price, category) and drop the rest.

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How to Check Indexing Status

1

Go to AI Agents and Bots → \[Your Agent] → Settings → Knowledge Base

2

Check each data source's status

  • Pending — queued for indexing
  • Processing — currently being indexed
  • Completed — indexed and available for retrieval
  • Failed — indexing failed (check error message)
3

Click Retry if a source shows Failed

This re-attempts indexing.

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How to Re-index Documents

When you update a document, re-index it to update the Knowledge Base:
1

Go to AI Agents and Bots → \[Your Agent] → Settings → Knowledge Base

2

Find the document you want to update

3

Click the refresh icon next to the document

4

Upload the updated file

Or confirm the updated URL.
5

Wait for re-indexing to complete

Note: Re-indexing consumes AI credits. Only re-index when necessary — e.g., when product details change or policy documents are updated.

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Example

Scenario: You run a software company and want the Chat AI Agent to answer questions about your50-page product manual. The manual is a PDF with clear section headings. Here’s how you’d add it:
1

Open the PDF in your browser

Check that it renders correctly — confirm it’s a text-based PDF, not a scanned image.
2

Go to AI Agents and Bots → \[Your Agent] → Settings → Knowledge Base

3

Click Add Data Source → PDF and upload the file

4

Keep the knowledge base's chunk settings at the defaults

The defaults — 800 tokens chunk size and 400 tokens overlap — are appropriate for a technical manual: each section contains enough context, and the overlap ensures context from one section doesn’t get lost at the boundary. These settings apply to all documents in the knowledge base.
5

Click Upload and wait for the status to show Completed

6

Test with questions like 'How do I connect the API?' and 'What's the minimum system requirement?'

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FAQs

Common reasons:
  • The PDF is a scanned image (not text-based) — the indexing system can’t read scanned documents
  • The PDF is password-protected — remove the password before uploading
  • The PDF is corrupted — try opening it in a browser to verify
  • The file is too large — split the PDF into smaller files and upload separately
If the PDF is scanned, you can use an OCR tool (like Adobe Acrobat or Google Docs) to convert it to a text-based PDF first.
Indexing consumes AI credits based on the number of tokens in your documents — see AI Wallet for how credits are consumed and monitored.
Yes, but with limits. The URL crawler follows internal links on the page and can crawl multiple pages. Set the max pages to crawl to control how many pages are processed. Crawling a large site (100+ pages) will take longer and consume more AI credits. Start with your most important pages first.
Test in the Test Widget on the agent. Ask a question that should be answered from the Knowledge Base. If the agent’s answer references specific information from your documents, the KB is working. If the agent gives a generic answer, check that: (1) the document status is Completed, (2) the agent has the Knowledge Base connected in Settings → Knowledge Base, (3) the question is phrased in a way that matches the document content.