Create firm-managed knowledge bases

You can create and configure knowledge bases (KBs) that other users can query.

To create a custom knowledge base:

  1. Confirm you have the Settings Admin or Admin role. For more information, see Built-in roles and Assign security roles.

  2. From the Cloud menu (), select Settings () | Caseware AiDA | Knowledge Bases

    Note: References are not supported for firm-managed KBs.

  3. Select New knowledge base.

  4. Complete the fields to define your new custom knowledge base:

    Field Description
    Name Enter a name for your custom knowledge base. This name is used in the AiDA knowledge base selector.
    Source file Upload any relevant source PDFs to build the knowledge base dataset. For example: guidance, training materials, style guides, etc. You can upload multiple files to create a comprehensive dataset for the knowledge base.
    Relevant products

    Select the products in which you want the knowledge base to be available. Choosing All products makes the knowledge base available site-wide, while Selected products lets you specify one or more products from your list of available products.

    Note: You must either select All products or specify Working Papers or IDEA as a relevant product to make the knowledge bases available in those desktop applications.
    Disclaimer Select the checkbox to agree to the disclaimer.

  5. Select Save.

Best practices for firm-managed knowledge bases

When you set up knowledge bases, consider which areas of practice or operations benefit most from a centralized reference. Beyond Caseware-provided knowledge bases, firms can create additional collections tailored to their needs.

  • Only include content that is relevant and accurate (for example, exclude table of contents as they won’t be relevant to AiDA)

  • Prefer text-based content over tables or images, which AiDA may not interpret as clearly.

  • Organize KBs by theme.

  • Review and update KBs regularly to retire outdated content.

Content volume and quality

We recommend no more than 3,750 pages of content per knowledge base. Further, content that is not string text (for example, images and tables) has been found to result in lower quality responses. We recommend content that is text heavier.

Knowledge base use in AiDA

  • You can select from available knowledge bases in the AiDA chat window when working in supported products.

  • Firm-managed knowledge bases created by your firm authors appear alongside Caseware-provided knowledge bases.

  • You can choose which knowledge bases AiDA uses when answering questions.

  • Multiple knowledge bases can be combined to provide context-aware responses.

Example scenarios

Firm-specific software help

Documentation for workflow tools, applications, and integrations unique to the firm.

Firm standards and policies

Internal interpretations of professional standards, firm methodologies, quality management policies, and practice-specific guidance.

Templates, forms, and checklists

Standardized client request lists, audit program templates, report formats, or other repeatable resources.

Training and onboarding materials

Resources to help new staff get up to speed quickly, including FAQs, process walkthroughs, and reference guides.

Industry-specific knowledge

Specialized content for sectors the firm serves heavily (for example, not-for-profit, government, financial institutions).

Client communication standards

Guidance on language, style, and communication practices for external reporting or client engagement.