The Knowledge Base is one place for the documents BrightHire's AI draws on, such as rubrics, leveling frameworks, interview guides and company information. You upload a document once, and then each workflow that needs it, like an AI notes template, an AI Interviewer or a coaching task, attaches it.
You can find the Knowledge Base under Settings → Knowledge base.
This settings page is available to Site Admins, and to Recruiters when your organization allows it.
Watch: Knowledge Base (1 min)
Where documents live
Every document your organization adds lives in the Knowledge Base. Workflows don't keep their own copies of Knowledge Base documents. They point to the document here.
This means:
Adding a document to the Knowledge Base doesn't attach it to any workflow. A document on this page isn't used by AI until a workflow attaches it.
Each workflow picks the documents it needs. You attach documents from inside the workflow itself (see Attaching documents to a workflow).
A change here reaches every workflow that uses the document. When you replace a document's file, every workflow that uses it switches to the new file. When you delete a document, it's removed from every workflow that uses it.
Who can manage the Knowledge Base
Site Admins can always manage the Knowledge Base.
Recruiters can manage it when a Site Admin turns on Let recruiters manage the Knowledge Base at the top of the page. Recruiters can then create folders, add documents, and add workflow files to the Knowledge Base.
Who can view a document depends on its folder's access (see Organizing documents into folders). A Recruiter who can manage the Knowledge Base still only sees the folders their access allows. Site Admins can see every folder.
Note: Only Site Admins see the switches at the top of the page.
Adding a document
You can upload a file or add a URL.
Go to Settings → Knowledge base.
Click Add document.
Choose your source. To upload a file, drag and drop it onto the box, or click browse. To add a web page, click Add from a URL instead and paste the address.
Enter a Document name.
Optionally, add a Description. A short note about what the document is and how AI should use it helps AI interpret its intent and authority.
Under Folder, pick the folder it belongs in, or click New folder to create one.
Click Add document.
The document appears in its folder with a status of Processing while BrightHire reads it, and Ready once it can be used. If BrightHire can't read the file, the status shows Processing failed. Use the All, Successful and Failed filters to find documents by status.
Tip: You can also drag files from your computer straight onto a folder on the page to add them to that folder.
Supported files
You can add PDF, DOCX, RTF, TXT, Markdown and XLSX files.
Older .doc files aren't supported. Save them as .docx first.
URL documents
BrightHire reads the page at the address you enter.
If the file is already in the Knowledge Base
If you upload a file with the same contents as an existing document, BrightHire asks what to do:
Replace swaps in the new file everywhere the existing document is used.
Copy keeps both and adds the new file as a numbered copy.
Skip doesn't upload it.
Organizing documents into folders
Folders group related documents and control who can view them.
To create a folder:
Click New folder.
Enter a Folder name.
Under Access, choose who can view the folder: Everyone (anyone with access to BrightHire), Recruiters (Recruiters and Site Admins), or Site admins (Site Admins only).
Click Create folder.
Documents in a folder inherit the folder's access.
To rename a folder, change its access, or delete it, open the folder's actions menu and choose Rename, Change access or Delete. Deleting a folder doesn't delete its documents. They move to No folder.
To move documents, select them with their checkboxes and click Move to folder.
Editing, replacing or deleting a document
Click a document to open its details.
Edit a document's details
Click Edit to change the document's name, description or folder, then click Save changes.
Replace a document's file
Click Replace.
Choose the new file.
The current file stays in use until the new one is ready. After that, every workflow that uses the document uses the new file. You don't need to attach it again.
Note: Replace is available for uploaded files, not URL documents, and only once the current file is Ready. If a file failed to process, delete it and upload it again.
Delete a document
Click Delete.
Review the confirmation. It lists the workflows that use the document.
Click Delete document.
Important: Deleting a document removes it from every workflow that uses it, and those workflows stop using it right away. This can't be undone.
To delete several documents at once, select them with their checkboxes and click Delete.
Attaching documents to a workflow
Workflows attach documents from their own settings, not from the Knowledge Base page. Workflows that can use Knowledge Base documents include:
To attach a document:
Open the workflow and find its documents section.
Click Add document.
Choose From Knowledge Base to pick existing documents, or From your computer to upload a new file.
Select the documents and click Add.
A file you upload from your computer stays attached to that workflow. You can also add it to the Knowledge Base so other workflows can use the same file.
Note: When you attach a document from a restricted folder, everyone who uses that workflow gets access to it, even people who can't open it in the Knowledge Base. BrightHire asks you to confirm before attaching it.
Removing a document from a workflow doesn't remove it from the Knowledge Base.
Turning the Knowledge Base on or off
The Knowledge Base is on by default. Site Admins can turn it off with the Turn on Knowledge Base switch at the top of the page.
While it's off, the page shows only a short message and the switch:
Turning the Knowledge Base off doesn't delete anything. Your documents, folders, folder access and workflow attachments are kept, and they're restored when a Site Admin turns it back on.
Note: Only Site Admins see this switch. While the Knowledge Base is off, Recruiters can't open it.
If you have any questions or need help, contact us at [email protected].