Knowledge Base
The knowledge base is where you upload your business documents so Aria can give accurate, specific answers instead of generic responses.
How It Works
When a customer asks a question on WhatsApp, Aria does not guess. It searches your uploaded documents for the most relevant information, pulls out the matching sections, and weaves them into a natural reply.
Behind the scenes, the process works like this:
- Upload — you add a document (PDF, brochure, price list, FAQ sheet).
- Chunking — Aria splits the document into smaller sections, typically a few paragraphs each.
- Embedding — each chunk is converted into a vector (a numerical representation of its meaning).
- Search — when a customer asks something, Aria converts the question into a vector too, then finds the chunks closest in meaning.
- Response — the most relevant chunks are injected into Aria’s context, and it generates a reply grounded in your actual business data.
This means Aria’s answers stay current whenever you update your documents. Upload a new price list, and the next customer who asks about pricing gets the latest numbers.
Supported Formats
| Format | Best for |
|---|---|
| Brochures, floor plans, product catalogues, contracts | |
| TXT | FAQs, plain-text notes, script outlines |
| CSV | Price lists, inventory tables, contact directories |
| XLSX | Spreadsheets with structured data (listings, rates, schedules) |
For scanned PDFs (image-based), make sure the text is selectable. Aria cannot read images embedded in PDFs — it needs actual text content.
Uploading Documents
- Go to the Knowledge Base page from the sidebar.
- Drag and drop files onto the upload area, or click Browse to select files from your computer.
- Each file uploads and processes within 10–30 seconds depending on size.
- Once processed, the document appears in your document list with a Ready status.
You can upload multiple files at once. Processing happens in the background — you do not need to wait on the page.
Document Limits by Plan
| Plan | Max documents | Max file size |
|---|---|---|
| Starter (RM8/day) | 10 | 10 MB per file |
| Growth (RM18/day) | 30 | 25 MB per file |
| Scale (RM38/day) | 90 | 50 MB per file |
Deleting a document frees up a slot immediately. The count shown on the Knowledge Base page reflects your current usage.
What to Upload
The more relevant material Aria has, the better its answers. Here are the highest-impact documents for each segment:
- Property — listing sheets, project brochures, floor plans, price cards, payment plan tables
- Automotive — vehicle specs, price lists, financing packages, trade-in policies
- Insurance — policy comparison tables, coverage summaries, claims process guides
- Education — course catalogues, fee schedules, campus maps, intake calendars
- Healthcare — treatment descriptions, operating hours, doctor profiles, procedure pricing
- F&B — menus, catering packages, dietary information, event booking terms
- Services — service catalogues, rate cards, portfolio descriptions, warranty terms
Do not upload documents containing personal data of your customers (IC numbers, bank details). Aria’s knowledge base is for business information, not customer records.
Managing Documents
On the Knowledge Base page, each document shows:
- File name and format
- Upload date
- Status — Processing, Ready, or Error
- Chunks — how many searchable sections were extracted
You can:
- Delete a document to remove it from Aria’s knowledge and free up a slot
- Re-upload an updated version of the same document (delete the old one first)
- Preview the extracted text to verify Aria parsed it correctly
Tips for Better Answers
- Be specific — a document titled “Unit A-12-3 Pricing” performs better than one titled “Document 1”
- Update regularly — stale price lists lead to wrong quotes; replace documents when information changes
- Structure matters — documents with clear headings and tables are chunked more accurately than walls of text
- Cover objections — upload FAQ sheets that address common customer concerns (“Is parking included?”, “What happens if I cancel?”)
- Test after uploading — send yourself a test question on WhatsApp that the new document should answer, and verify Aria’s reply