Documents

Knowledge management system for creating, versioning, and optimizing RAG-ready content

The Documents tool allows you to easily format and split your content into RAG-ready documents. It’s your central knowledge base where teams can collaborate on creating, refining, and approving the content that powers your AI application. Whether you’re building customer support bots, internal knowledge assistants, or any RAG-based system, Documents ensures your content is properly structured, versioned, and optimized for AI retrieval.

What are Documents?

Documents in Avido are structured content pieces designed specifically for Retrieval-Augmented Generation (RAG) systems. Unlike traditional document management, Avido Documents are:

• AI-Optimized: Automatically chunked and formatted for optimal retrieval
• Version-Controlled: Maintain approved versions in production while working on improvements
• Collaborative: Multiple team members can work on drafts without affecting live content
• Traceable: Every change is tracked for compliance and quality control

Key Features

Document Creation & Import

Documents can be created in multiple ways:

• Manual Creation: Write and format content directly in the Avido editor
• Web Scraping: Import content from any public URL
• File Upload: Upload existing documents (coming soon)
• API Integration: Programmatically create and manage documents

AI-Powered Optimization

The platform includes intelligent document optimization that:

• Reformats for RAG: Structures content for better chunking and retrieval
• Improves Clarity: Enhances readability while preserving meaning
• Maintains Consistency: Ensures uniform formatting across your knowledge base
• Preserves Intent: Keeps the original message and tone intact

Version Management

Every document supports comprehensive versioning:

Version States

• APPROVED: Live production version served by APIs
• DRAFT: Work-in-progress version for collaboration
• REVIEW: Pending approval from designated reviewers
• ARCHIVED: Historical versions for reference

Version Workflow

1. Create new versions from any existing version
2. Collaborate on drafts without affecting production
3. Submit for review when ready
4. Approve to make it the live version
5. Previous approved versions are automatically archived

Approval Workflow

Documents can require approval before going live:

• Assign Reviewers: Designate who needs to approve changes
• Email Notifications: Reviewers are notified when approval is needed
• Audit Trail: Track who approved what and when
• Compliance Ready: Meet regulatory requirements for content control

Using Documents

Creating Your First Document

1. Navigate to the Documents section in your Avido dashboard
2. Click New Document
3. Choose your creation method:
   • Write: Start with the built-in editor
   • Import from URL: Scrape content from a website
   • Upload: Import existing files (if enabled)

Document Editor

The editor provides a rich set of formatting tools:

• Markdown Support: Write in markdown for quick formatting
• Visual Editor: Use the toolbar for formatting without markdown knowledge
• Preview Mode: See how your document will appear to users
• Auto-Save: Never lose your work with automatic saving

Working with Versions

Creating a New Version

1. Open any document
2. Click Create New Version in the version sidebar
3. Add version notes describing your changes
4. Edit the content as needed
5. Save as draft or submit for review

Version History Sidebar

The sidebar shows:

• All versions with their status badges
• Creator and approval information
• Version notes and timestamps
• Quick actions for each version

Comparing Versions

1. Select two versions to compare
2. View side-by-side differences
3. See what was added, removed, or changed
4. Understand the evolution of your content

Document Optimization

Use AI to improve your documents:

1. Open any document
2. Click Optimize Document
3. Review the AI-suggested improvements
4. Accept, reject, or modify suggestions
5. Save the optimized version

The optimizer helps with:

• Breaking content into logical sections
• Improving readability and clarity
• Standardizing formatting
• Enhancing retrieval effectiveness

API Access

Documents are accessible via the Avido API:

# Get all approved documents
GET /v0/documents
Authorization: Bearer YOUR_API_KEY

# Get a specific document
GET /v0/documents/{id}

# Include draft versions
GET /v0/documents?include_drafts=true

# Create a new document
POST /v0/documents
Content-Type: application/json
{
  "title": "Product FAQ",
  "content": "# Frequently Asked Questions...",
  "metadata": {
    "category": "support",
    "product": "main"
  }
}

Integration with Testing

Documents integrate seamlessly with Avido’s testing framework:

• Knowledge Coverage: Test if your documents cover all required topics
• MECE Analysis: Ensure content is Mutually Exclusive and Collectively Exhaustive
• Task Mapping: Verify documents address all user tasks

Tests automatically use approved versions unless configured otherwise.

Best Practices

Content Organization

• Use Clear Titles: Make documents easily discoverable
• Add Metadata: Tag documents with categories, products, or teams
• Structure Hierarchically: Use headings to create logical sections
• Keep Focused: One topic per document for better retrieval

Version Management

• Document Changes: Always add clear version notes
• Review Before Approval: Have subject matter experts review changes
• Test Before Production: Run coverage tests on new versions
• Archive Strategically: Keep important historical versions accessible

Collaboration

• Assign Ownership: Each document should have a clear owner
• Use Draft Status: Work on improvements without affecting production
• Communicate Changes: Notify stakeholders of significant updates
• Regular Reviews: Schedule periodic content audits

RAG Optimization

• Chunk-Friendly Content: Write in digestible sections
• Avoid Redundancy: Don’t duplicate information across documents
• Use Examples: Include concrete examples for better context
• Update Regularly: Keep content current and accurate

Document Lifecycle

1. Creation Phase

• Identify knowledge gaps
• Create initial content
• Format for readability
• Add relevant metadata

2. Optimization Phase

• Run AI optimization
• Test with knowledge coverage
• Refine based on feedback
• Ensure completeness

3. Review Phase

• Submit for approval
• Gather stakeholder feedback
• Make necessary revisions
• Document decisions

4. Production Phase

• Approve for production use
• Monitor retrieval performance
• Track usage in traces
• Gather user feedback

5. Maintenance Phase

• Regular content audits
• Update outdated information
• Create new versions as needed
• Archive obsolete content

Advanced Features

Traceability

When documents are used in AI responses, Avido tracks:

• Which documents were retrieved
• How they influenced the response

This creates a feedback loop for continuous improvement.

Getting Started

1. Define Your Knowledge Base: Identify what content your AI needs
2. Create Initial Documents: Start with your most critical content
3. Optimize and Test: Use AI optimization and run coverage tests
4. Review and Approve: Get stakeholder sign-off
5. Monitor and Iterate: Track usage and improve based on feedback

Documents transform static knowledge into dynamic, AI-ready content that evolves with your application’s needs, ensuring your AI always has access to accurate, approved, and optimized information.