Turning product PDFs into AI knowledge: five tips for preparing documents

Spending a little time preparing documents before you hand them to an AI makes a large difference in accuracy.

1. One topic per document

Cramming "all products" into one 50-page PDF makes it harder for the AI to find answers. Split by product or topic, each with a clear title.

2. Use text, not only images

If tables and specifications exist only as images, the AI cannot read them. Write important specifications, price ranges and rules in text as well.

3. Add Q&A

Write the questions customers often ask with standard answers. This is the most effective kind of document because the question is the customer's own wording.

4. Mark dates and versions

Prices and rules change. State the update date and let new versions replace old ones, so the AI does not cite outdated material.

5. Say what is not offered

For example "no trial is currently offered" or "no phone support". Stating the boundaries stops the AI from promising things it should not.

Remove sensitive material first

Customer names, pricing details and personal data in contracts should be reviewed; remove what is unsuitable for the knowledge base.

Keep it maintained

Update the knowledge base whenever company information changes so the AI's answers stay correct.