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Any file you upload to a team can sit there as a download — or you can turn it into Agent knowledge so your agents and automations can search its contents and use it as context. This page covers turning that on, reading the sync status, and what is worth adding.

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What Agent knowledge does

When you mark a file as Agent knowledge, Erstan embeds its contents into the team’s search index. From then on, agents working in that team can retrieve the relevant parts of the file when a question or task calls for it — your collections policy, a vendor master list, a chart of accounts mapping, an SOP — without you pasting it into every chat. This is one of the two retrieval sources Erstan calls Knowledge: your searchable Team Files and Erstan-managed NetSuite product updates. See Knowledge, tools, web search & models for how that surfaces in chat.
Agent knowledge makes a file’s text retrievable; it is not OCR or a document-understanding screen. For viewing a file’s contents yourself, use the inline preview on the file detail page. Extraction from scans or images is agent behavior, not a setting you toggle here.

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Turn a file into Agent knowledge

1

Open the file

Go to a team’s Files, then open the file (or use its ⋯ menu). Agent knowledge is a per-file setting, so start from the file you want to make searchable.
2

Open Agent knowledge

Choose Agent knowledge… from the file’s actions. A panel shows the Available for knowledge toggle and the current sync status.
3

Turn on Available for knowledge

Switch Available for knowledge on. Erstan queues the file for indexing.
4

Wait for AI search ready

The status moves through Queued → Syncing → AI search ready. Once it reads AI search ready, agents in that team can retrieve the file.
Indexing is asynchronous — a larger file takes a moment to finish. You can leave the file and come back; the status updates on its own.

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Sync statuses

A file can inherit its folder’s knowledge setting instead of an explicit per-file toggle. If you keep related reference files in one folder, set knowledge at the folder level so new files added there become searchable automatically.

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How agents use it

Once a file is AI search ready, it feeds two places:
  • Chat — when Include Team Files is on in the composer’s Knowledge menu, Erstan can pull relevant passages from your searchable files into a reply. Scope is set there (this team or all your teams). See Knowledge, tools, web search & models.
  • Agents and automations — an agent that has Knowledge available can retrieve from these files during a run. NetSuite release and feature questions can separately use Erstan-managed product updates.
You don’t have to name the file in your message. Erstan matches your question against the indexed content and brings back the most relevant parts.

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What to add

Add reference material that agents should apply consistently, and keep it tidy so retrieval stays sharp.
  • Policies and SOPs — collections cadence, write-off thresholds, approval rules.
  • Reference data — vendor lists, customer segments, GL/account mappings, code lists.
  • Templates and standards — dunning-email wording, report formats, naming conventions.
  • Background context — close checklists, period notes, team glossaries.
  • Text wins. Text, Markdown, and spreadsheet content index well. Scanned images and binary files carry less retrievable text.
  • Currency matters. Update or replace files when the underlying policy changes — agents retrieve what’s indexed, not a newer copy you haven’t added.
  • Stay scoped. Add files to the team whose agents need them. Knowledge is team-scoped, and chat search can be limited to one team.
  • Size limits. Uploads are capped at 10 MB per file and 25 files per upload (a NetSuite File Cabinet-safe limit). Split very large references if needed.
Marking a file as Agent knowledge makes its contents retrievable by anyone whose agents run in that team. Don’t add files with secrets or data that shouldn’t be surfaced in replies. Turning Available for knowledge off removes the file from future retrieval.

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Next steps

Files: upload, preview & edit

Get files into a team, preview them, and edit text-based files in the browser.

Knowledge, tools & models

Search Team Files in chat and understand automatic NetSuite product-update retrieval.

Giving agents tools & skills

Pair knowledge with the skills and connectors an agent needs to act.

Documents and the editor

Author rich documents that agents can read and write alongside you.