You can watch the video or read the text guide below to understand more on what the Knowledge Base is and how it can help you. We have two formats available to suit your learning style.
Video Guide
Text Guide
What is the Knowledge Base?
The Knowledge Base is a dedicated tab within Beam Notes designed to act as a central, reliable source of truth for local support services. It equips practitioners with timely, organisation-approved recommendations to better support residents - either directly from the hub or seamlessly during your recording workflow.
🔒 Important Note: Beam Notes only draws from documents and information that have been uploaded and approved within your organisation. It does not search the internet or external sources.
Why Use It?
Eliminate Directory Fatigue: Avoid the delays and inaccurate referrals caused by outdated external directories.
Boost Workflow Efficiency: Find relevant local support quickly without leaving your Beam Notes workspace.
How It Works
Content Management: Content Managers upload verified resources (documents, links, or text).
AI-Powered Discovery: Practitioners query this content using a dedicated chat feature to receive immediate, AI-driven recommendations based on resident needs.
3 Ways to Query the Knowledge Base
From the Knowledge Base Tab: Use the chat feature on the page to search for approved resources catering to specific resident requirements.
Via the "Support Options" Button: Click this inside any Beam Note to automatically generate next-step recommendations based on your transcript and summary.
Using Free-Text Chat Prompts: Ask the Beam Notes chat directly. For example: “Recommend next steps for this resident based on the Knowledge Base.”
📌 Pro Tip: Beam Notes will only search the Knowledge Base if explicitly prompted to (e.g., "Reference the Knowledge Base..."). It will always cite its sources and will never add Knowledge Base information into your summary without your permission.
User Roles & Permissions
Your access and capabilities depend on your assigned user role:
| Role | Permissions & Capabilities |
|---|---|
| Knowledge Base Admin (Content Manager) | Can upload, edit, and delete items. Responsible for managing and verifying all hub content. |
| Practitioner | Can view resources and use the chat functionality to query the data. Cannot add, edit, or delete content. |
⚠️ Access Note: If you cannot see the Knowledge Base tab, please contact your internal system administrator. Only users with the Knowledge Hub Manager role can manage content.
For Admins: Uploading Content
Knowledge Base Admins can upload resources in three distinct formats:
📄 File Upload (PDF, .txt, .docx, .csv): Upload your file directly. Beam Notes will automatically use the file name as the title.
✍️ Rich Text Entry: Manually enter a custom Title and type or paste your content directly into the text editor.
🔗 URLs / Live Links: Paste the full URL and manually enter a clear, descriptive title so users know where the link leads before clicking.
Troubleshooting & Support
The chat isn't providing relevant results. What should I do?
Check the Source: Ensure the relevant content has been uploaded by an Admin.
Refine Your Prompt: Try phrasing your query in natural, descriptive language (e.g., "Recommend next steps for someone facing immediate housing issues").
Get Help: If the issue persists, please flag it directly to our Support Team.
Need more help? Get in contact by launching live chat or emailing us via support@beam.org.
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