Data sources

Build > Data sources is where you manage all the content that powers your AI agent. Use the buttons across the top — Add Files, Add website, Add Text, Add Q&A’s, Add Notion Pages, and Add Tickets — to add content. Tickets requires an active Salesforce or Zendesk integration via OAuth. Everything you add appears in a single list below, tagged with its type (URL, Text, Q/A). Use Search and the All sources filter to narrow the list, Bulk select to act on several at once, and Sources per page to page through them. The counter on the right tracks usage against your 100 MB limit. The header shows when the agent was last trained, alongside the Auto-retrain dropdown and the Retrain AI Agent button.

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Files

Click Add Files to upload and manage documents that train your AI agent.

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Supported File Types

Chatbase supports the following file formats:

• .pdf (PDF Documents)
• .txt (Plain Text Files)
• .doc / .docx (Microsoft Word Documents)

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Uploading Files

1. Click Add Files at the top of the Data sources page.
2. Select one or multiple documents from your device.
3. The files will enter a queue and be uploaded one by one. Each file remains in the queue until it has been successfully processed. You can monitor the status of each upload in real time.

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Preview and Metadata

After upload:

• Click on any document to preview its contents directly within the dashboard.
• You can view timestamps indicating exactly when each file was added and last updated. This allows you to easily track and verify your training sources over time.

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File Deletion

• Delete files individually by pressing on the three dots then clicking ‘delete’.
• To delete all files at once, first select the “Bulk select” button to select all documents. Once selected, a Delete button will appear—click this to remove all selected files in one action.

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Text Snippets

Click Add Text to add and manage text snippets, a flexible way to organize custom content for your AI agent’s training. This feature is ideal for maintaining smaller, structured pieces of information separate from document uploads.

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Adding Text Snippets

You can create and store multiple text snippets, each with a unique title to help you easily identify the content at a glance. This is particularly useful for segmenting information by topic, department, or use case. Text Editing Features Each snippet can be fully customized using rich text formatting:

• Add headings for clarity
• Format with bold, italic, or strikethrough
• Create ordered or bullet lists
• Insert hyperlinks to external sources
• Include emojis to enhance tone and readability

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Preview and Metadata

After creating a snippet:

• Click on it to preview or edit the content at any time.
• View precise timestamps showing when the snippet was added and last updated.

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Snippet Deletion

• Delete snippets individually by pressing on the three dots then clicking ‘delete’.
• To delete several at once, click Bulk select, tick the snippets you want (or Select all), then click Delete in the bar at the bottom.

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Website Crawling

Click Add website to train your AI agent using content directly from websites. Whether you’re working with a full site, a sitemap, or individual URLs, this tool gives you flexible control over what gets included in your agent’s knowledge base.

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Crawling Options

You have three ways to fetch content from the web:

1. Crawl a full website – Provide the homepage URL and let Chatbase discover all public pages.
2. Submit a sitemap – Point to an XML sitemap to fetch a structured list of URLs.
3. Add individual links – Manually input specific URLs you want to include.

For website crawling and sitemap submission, you can refine your crawl using:

• Include Paths – Only URLs matching these paths will be fetched.
• Exclude Paths – URLs matching these paths will be skipped.

You can specify multiple paths in both fields, make sure to press the space bar after each one. Multiple websites or links can be crawled in parallel for efficiency.

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Grouping and Link Management

After crawling a website, Chatbase displays all discovered links so you can review exactly what content your agent will be trained on. Links are automatically grouped into three categories: Trained These are pages that were successfully crawled and contain valuable content that can be used to train your AI agent — such as product pages, blog posts, and documentation pages. Not Found These are links that could not be accessed during crawling, usually because the page does not exist or returned an error — such as broken links, deleted pages, and redirect issues. Excluded Excluded links are pages that are intentionally skipped because they do not contain useful training content for your AI agent — such as login pages, signup pages, and duplicate pages.

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Editing and Excluding Links

After crawling:

• You can exclude specific links from a group if you don’t want them used in training.

• You can edit include/exclude paths anytime through ‘Advanced options’, recrawl the website, and update your AI agent accordingly.

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Link and Group Deletion

You have full control over link cleanup:

• Delete individual links from a group by excluding it.
• Deleting an entire group of links (i.e., all pages fetched from a domain).
• Deleting all the groups at once by selecting the three dots next to the website.

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Custom Q&A Training

The Q&A feature in Chatbase lets you train your AI agent with custom question-and-answer pairs, enabling it to respond precisely to frequently asked or business-specific queries.

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Creating Q&As

• Each Q&A entry begins with a title, this helps you quickly locate and organize questions.
• You can associate multiple variations of a question with a single answer, improving recognition and response accuracy.
• You can bulk upload Q&As up to 100 rows per file in .xlsx format, with a maximum file size of 1MB.

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Editing Answers

Answers are fully customizable with rich text formatting tools. You can:

• Add headings for clarity
• Format with bold, italic, or strikethrough
• Create ordered or bullet lists
• Insert hyperlinks to external sources
• Include emojis to enhance tone and readability
  

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Usage Insights

Click on any Q&A to open its detail view, where you’ll find real-time usage metrics:

• number of times the question has been asked by users (updated instantly)
• Last time the question was asked
• Date the Q&A was added
• A visual chart showing the frequency of the question over time

These insights help you identify which topics matter most to your users and prioritize updates accordingly.

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Management & Deletion

• Delete any Q&A individually.
• To delete several at once, click Bulk select, tick the entries you want (or Select all), then click Delete in the bar at the bottom.

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Notion

This integration enables your AI agent to access and utilize information stored in your Notion databases. Click Add Notion Pages to connect your workspace and choose which pages to import.

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Auto Retrain

Auto Retrain automatically keeps your AI agent up-to-date by pulling the latest content from your data sources every week. This ensures your agent always has access to the most current information without requiring manual intervention. To turn it on, click the Auto-retrain dropdown in the Data sources header (next to “Last trained”) and flip the toggle.

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Supported data sources

Auto Retrain works with the following source types:

• Website - Discovers newly added links and updates existing page content
• Notion - Syncs changes from your connected Notion workspace
• Remote storage - Google Drive, Dropbox, and other remote sources (when available)

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How It Works

• Your agent automatically fetches new content from all connected data sources once weekly
• Newly added pages or links on your website are automatically discovered and included
• No manual action is required—updates happen in the background

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Tickets

Click Add Tickets to train your AI agent using support tickets from integrated platforms. This requires an active Salesforce or Zendesk integration to be set up first. If no integrations are configured, you’ll be prompted to set one up via OAuth.

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Integration Selection

You can import tickets from Salesforce or Zendesk. Select the platform to train on tickets from—you can switch between integrations as needed, but training occurs from only one at a time.

• Import from Salesforce: Requires Salesforce integration. Link to /user-guides/integrations/salesforce for OAuth setup details.
• Import from Zendesk: Requires Zendesk integration. Link to /user-guides/integrations/zendesk for OAuth setup details.

After selecting the integration, click “Save” to confirm. Multiple integrations cannot be active for training simultaneously. Switch integrations by updating your selection and re-importing tickets.

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Importing Tickets

1. Ensure the desired integration is selected.
2. Ensure training on tickets is enabled.
3. Click the save button.
4. Click Retrain AI Agent. Now the next training will fetch your tickets from the selected integration and train on them.

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Limitations

Currently, tickets cannot be filtered (e.g., by status or date), and ticket sources cannot be previewed, edited, or deleted individually. All eligible tickets from the active integration are imported. Ensure your integration has the necessary permissions to access ticket data. Press the Retrain AI Agent button (top-right of the Data sources page) after enabling or disabling training on tickets.

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General Notes

• When uploading files, make sure they contain selectable text.
• All data should be in plain text, using mark-down language is preferred.
• When integrating with a Notion account that’s on a paid plan, make sure you have admin access to provide all necessary permissions for the integration to be successful.
• Make sure to press the Retrain AI Agent button after you’re done adding, deleting, or updating your sources.