My Knowledge

Your personal reference library — files, URLs, and pasted text that ground your writer tools in real material instead of the model's general knowledge.

Overview

My Knowledge is a personal library of source material — uploaded files, fetched URLs, or pasted text — that can be drawn on via the Attach Knowledge button in 8 of the 9 Writer Tools (Blog Writer, Essay Writer, Article Writer, Ad Writer, Scenario Writer, Smart Rewriter, Storyteller, Anime Writer — Presentation Wizard does not use it) and in the AI Assistant panels of CRM Pipeline, Warehouse Inventory, Manufacturing Shop Floor, and Field Service Knowledge Base. Instead of relying purely on the AI model's general knowledge, generation and analysis can cite, reference, or be grounded in documents you already have.

Adding Sources

Upload File

Supports PDF, DOCX, TXT, and MD files. The file's text content is extracted and stored as a knowledge source.

From URL

Paste a link and TotalApp fetches and extracts the readable text content of the page as a new source, with an optional custom title.

Paste Text

Type or paste text directly with a title — useful for notes, style guides, or reference snippets that don't exist as a file.

From My Documents

Any file you've uploaded to My Documents can be added to My Knowledge in one click from its row menu — no need to re-upload it.

Tenant-Wide Sharing

Sources are private to you by default. Toggle a source to tenant-wide and every colleague in your company can see and attach it — in their own Writer Tools and in the CRM, Warehouse, Manufacturing, and Field Service assistants — without needing their own copy. You can switch a source back to private at any time; existing sources are never shared automatically.

List & Card Views

Toggle between List View (default, compact rows) and Card View (grid of cards) using the view switcher next to the search box. Both views support multi-select via the round checkbox on each item — the same selection pattern used across My Workspace screens (e.g. My Courses, All Tasks).

Above the list, dashboard stat tiles summarise your library at a glance: Total Sources, This Month, Tenant-Wide Shared, and Linked to Project.

Row Menu & Quick Navigation

Each source's footer keeps one always-visible Download as PDF button next to a compact ... overflow menu, which holds every other action:

Preview — opens the source's content in a read-only modal.
Download as PDF — also available directly in the menu.
Link to Project — link the source to a Project Management project (shown once you have at least one project); it then appears in that project's Project Assets view for the whole team.
Share / Unshare (tenant-wide) — toggle company-wide visibility without leaving the menu.
Delete — a second click confirms permanent removal.

A My Documents shortcut button next to Upload jumps you straight to that screen, mirroring the My Knowledge shortcut available there.

Semantic Search Integration

Sources you add here are automatically ranked by relevance whenever a Writer Tool screen's Attach Knowledge picker is opened. Configure the embedding model in Settings → Agentic → Embedding Engine to enable ranking; without one configured, sources are still fully usable — they simply appear unranked.

Assisted Mode

Default. Writer tools show sources ranked by relevance, but you pick manually which ones to attach.

Automatic Mode

Configured in Settings → Agentic → My Knowledge Search Behavior. Writer tools auto-attach the top-ranked sources as you type a topic.

Relevance Score Display

Choose between raw cosine similarity (default) or a normalized 0-100% spread for the relevance badges shown in the Attach Knowledge picker, in Settings → Agentic → Embedding Engine.

Knowledge Graph

Beyond ranking sources one query at a time, My Knowledge can build a persistent Knowledge Graph — a visual map of how your sources relate to each other, computed once and reused instead of being recalculated on every search. Switch to the Graph view (next to List and Card) and click Build Graph to generate it.

1. Open Graph view

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2. Click Build Graph

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3. Explore nodes & connections

Nodes & Connections

Every source becomes a node; a line is drawn between two sources whenever their content is semantically similar enough (cosine similarity above a relevance threshold). Line thickness and opacity reflect how strong the relationship is.

Click a Source

Clicking a node opens the same Preview panel used in List/Card view — no separate viewer to learn.

Click a Connection

Clicking a line shows its similarity score as a percentage in a small panel, so you can judge how closely two sources are actually related.

Rebuilding the Graph

Adding, editing, or removing sources does not update the graph automatically. Click Build Graph again whenever you want it to reflect your current library — previously computed connections are recalculated, not lost.

No extra AI cost

Building the graph only computes embedding similarity (the same mechanism behind Semantic Search Integration above) — it does not call a paid AI model. It uses your configured embedding model in Settings → Agentic → Embedding Engine, so anything missing an embedding is computed automatically the first time you build.

Scope of the current graph

The graph only includes your own sources — sources a colleague has shared tenant-wide are not included as nodes yet. You need at least 2 sources for the Build Graph button to be enabled.

FAQ

What file formats can I upload?

PDF, DOCX, TXT, and MD. Other formats are not currently supported for text extraction.

Is my knowledge library shared across all Writer Tools?

Every source you add in My Knowledge is available in 8 of the 9 Writer Tools' Attach Knowledge picker (Presentation Wizard does not use Attach Knowledge) — you don't need to re-upload anything per screen. The same picker also appears in the CRM Pipeline, Warehouse Inventory, Manufacturing Shop Floor, and Field Service Knowledge Base AI Assistants.

Can my colleagues see my knowledge sources?

Only if you mark a source tenant-wide. By default every source is private to you — turning on tenant-wide sharing makes it visible to everyone in your company's Attach Knowledge pickers, and you can turn it back off at any time. You can also toggle sharing directly from the source's "..." menu.

Can I add a document I already uploaded to My Documents?

Yes — open the document's row menu in My Documents and choose "Add to Knowledge." This works for files uploaded after this feature shipped; older uploads may need to be re-uploaded once to enable the option. The option greys out once a document has already been added, so repeated clicks never create duplicate sources.

Do I need Ollama configured to use My Knowledge?

No. You can add, preview, and manually attach sources without any embedding model configured. Ollama (via Settings → Agentic → Embedding Engine) only powers relevance ranking, Automatic auto-attach, and the Knowledge Graph — without it, sources are simply shown unranked and ungraphed.

Can I link a knowledge source to a project?

Yes — choose "Link to Project" from a source's "..." menu. Once linked, the source appears in that project's Project Assets view alongside any linked Documents and Writings, visible to the whole team.

Why don't I see a connection between two sources I know are related?

Their similarity score may be below the relevance threshold used when building the graph, or one of the sources may not have an embedding yet (check that an embedding model is configured in Settings → Agentic → Embedding Engine, then click Build Graph again).

Does building the graph cost anything?

No — it only uses your configured embedding model for similarity comparisons, the same one already used for search ranking. No paid AI generation call is made.