Open **AI Settings** and choose **Knowledge** at the top, or type "knowledge"
in the command palette. The screen has no entry in the sidebar of its own.

The knowledge base is what your AI assistant knows about your firm beyond what
it knows by itself: your rules in plain words, how payouts work, how your team
handles things. Every note is markdown with a path, like a file in a folder,
and the path decides who may hear what it says.

| Where             | Who it reaches                                                                                                                                              |
| ----------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------- |
| `public/...`      | Your traders. The assistant in their chat searches these notes and may tell any of your traders what they say. Only write facts that are true and checked |
| `private/...`     | Your team only. The assistant in your team's chat reads them for whoever may open this screen. A trader never hears them                                   |

Your knowledge base is your firm's alone. No other firm and no trader can open
it, and Propper's own notes are not in it.

## The screen

On the left is the folder tree with a search above it, on the right the folder
or note you picked. With nothing picked, the right side shows both roots with
their folders and the notes changed most recently. Every note and folder has
its own address, so a copied link opens on it. J and K walk the tree, and a
right click on a row opens it, copies its path or copies its link.

Your knowledge base starts with a set of folders, each saying what belongs in
it:

| Folder                | What goes in it                                                                       |
| --------------------- | ------------------------------------------------------------------------------------- |
| `public/rules`        | The rules of your challenges in plain words: drawdown, consistency, news              |
| `public/challenges`   | What each challenge and program is, who it suits and how to pass it                   |
| `public/payouts`      | How and when traders get paid, what they need first and how long it takes             |
| `public/platform`     | How to use the terminal, the dashboard, the journal and the account pages             |
| `public/faq`          | Questions traders ask, with your answer, beyond the [FAQ](/docs/platform/admin/faqs) |
| `public/sources/faq`  | A copy of your FAQs for traders, read only (see below)                                |
| `private/how-we-work` | Reviewing payouts, answering tickets, handling fraud flags, checklists                |
| `private/traders`     | One note per trader the team keeps an eye on or agreed something with                 |
| `private/partners`    | Affiliates, partners and suppliers, and what was agreed with them                     |
| `private/decisions`   | Decisions with their date and their reason                                            |
| `private/mail`        | One note per mail conversation, written automatically (see below)                     |
| `private/tickets`     | One note per support ticket, written automatically (see below)                        |
| `private/inbox`       | What did not fit anywhere yet                                                         |

A slash in a file name makes a folder of your own, under either root.

## Search

Search finds notes on the words in them and, while it is available, on what
they mean, so "when do I get paid" finds a note titled "Payout schedule". The
filter beside the field searches everything or only what traders may hear,
which is exactly what the traders' assistant can find. A search runs once you
stop typing and needs at least two letters.

## Writing a note

**New note** asks for a folder, a title and a file name, which follows the
title until you change it. The note opens in the editor next, where you write
the markdown with a preview one click away. The save dock at the bottom saves
the title, the text and a new path together, and **Close editor** asks first
when something is unsaved.

When a note changed while you had it open, because a colleague or the
assistant wrote it, saving is refused with a line under the text, so your save
never quietly undoes theirs. Copy what you want to keep, close the editor
without saving and open the note again.

## Making a note public

A private note never becomes public by moving it. **Make public** in the menu
of a note is a step of its own: pick a folder under `public/`, read what it
means, and confirm. From then on the assistant may tell any of your traders what
the note says. The step is recorded in the
[Activity log](/docs/platform/admin/activity-log) with who took it.

Moving a public note back into a private folder is an ordinary save, and the
editor says before you save that traders will stop hearing it. A note written
straight into a public folder is public from the start, and the new note form
says so.

## Versions

Every change to the content is a version, newest first, beside the note. A
version opens in place of the note, with **Restore** to make it the current
text again. Restoring adds a new version, so the text it replaced stays in the
history. **Delete** in the menu of an older version takes it out of the history
for good, for text that should never have been saved, such as a password. That
is recorded in the activity log, without the text.

## Deleting a note

**Delete** in the menu of a note takes it out of the tree and out of search at
once, for your team, the assistant and your traders. It is kept for a while
and then removed for good. Deleting is recorded in the activity log.

## Your FAQs in the knowledge base

While the assistant is on, every active FAQ for traders is copied into
`public/sources/faq`, one note per category, so the traders' assistant finds an
answer by searching as well. The copy follows every change you make on the
[FAQ](/docs/platform/admin/faqs) screen shortly after you save it. FAQs for your
team only are not copied.

These notes are read only here: a lock in the tree, no editor, and a line
saying where to change them, with a link for whoever may open the FAQ screen.
Nobody can write into `public/sources` by hand.

## Notes on mail and tickets

While the assistant is on, the knowledge base keeps a note per mail
conversation in `private/mail` and a note per support ticket in
`private/tickets`, written and kept up to date automatically from the
conversation. They help your team and the writing help pick up where a
conversation left off, and they stay private: a trader never hears them. Each
note shows **Open the conversation** for whoever may open the mailbox or the
tickets.

## What traders asked

Once a week the assistant reads what your traders asked it and the tickets they
opened, and groups the questions into topics: "How the daily loss limit is
calculated", "When a payout is sent after approval". **What traders asked**,
linked from this screen or found by typing "what traders asked" in the command
palette, lists them with how many traders asked each one, newest week first.

It is anonymous. A topic is only kept when at least three different traders
asked about it, its title, summary and example questions are written in the
assistant's own words, and nothing on it leads back to who asked. Questions
from your team and from Propper are not counted.

Nothing reaches your knowledge base or your FAQs by itself. Each topic waits
for your team, who can:

- **Make a FAQ** of it: write the answer, pick a category, and the entry is
  added to your [FAQ](/docs/platform/admin/faqs).
- **Make a note** of it: a private note under `private/trader-questions` with
  what traders ask and room for the answer, which you then write and make
  public when it is right.
- **Dismiss** it when it needs nothing, and open it again later.

Each topic also shows the public note nearest to it, so you see at once
whether your knowledge base already says something about it. The summary runs
on Monday for the week before, in your firm's timezone, while the assistant is
on, and is booked to your AI allowance like the notes on mail and tickets.

## Who can do what

| Permission           | What it allows                                                              |
| -------------------- | --------------------------------------------------------------------------- |
| `view_ai_settings`   | Open the screen, search, and read every note and version                    |
| `manage_ai_settings` | Create, edit, move, make public and delete notes, restore and delete versions, make a note of a topic of What traders asked, dismiss and reopen topics |
| `manage_faqs`        | Make a FAQ of a topic of What traders asked                                 |

Somebody with only the first reads everything, with no New note, no editor and
no actions on a note, and a line under the title saying why.

## Errors

| What you see                                                   | Why                                                                         |
| -------------------------------------------------------------- | --------------------------------------------------------------------------- |
| There is already a note at this path                           | Paths are unique within your firm. Pick another file name or folder         |
| Use lowercase letters, digits and hyphens                      | A path is lowercase letters, digits and hyphens, under `public/` or `private/` |
| The sources folder holds the copies of your FAQs               | Only the FAQ copy writes into `public/sources`                              |
| Moving a note to public is its own step                        | A private note goes public through Make public, never through a save        |
| ... was changed while you were editing it                      | Somebody saved the note after you opened it. See Writing a note             |
| ... is a copy of your FAQs                                     | The FAQ copies are read only here. Change the FAQ                           |
| No note here                                                   | A link to a note that was moved or deleted                                  |
| Someone already made a FAQ or a note of this topic             | A colleague decided the topic first. It shows what they made               |
| 403 forbidden                                                  | Opening takes `view_ai_settings`, changing anything `manage_ai_settings`    |