Sidekick Data Steward Guide

As a Data Steward, you play a key role in maintaining our organisation’s central knowledgebase—the trusted source behind the Knowledgebase Assistant.


The Knowledgebase Assistant is a secure, intelligent tool designed specifically for your team. It connects directly to internal documentation and resources to deliver fast, accurate answers in context. Unlike general AI tools, it understands your workflows, navigates both technical and business documents, and links responses to the most relevant content.


By keeping the knowledgebase accurate and up to date, you help ensure the Assistant delivers reliable insights, improves information access, and supports confident decision-making across the organisation.


Your Key Responsibilities

1. Manage and Update Catalogue of Data Files

  • Upload, update, and maintain data files in the knowledgebase regularly.
  • Organise files into appropriate categories and subfolders to keep access intuitive.

2. Review the Knowledgebase Summary Tab

  • Use the summary tab in Chat Foundation’s platform settings to spot gaps.
  • Work with relevant teams to add missing files and improve content coverage.

3. Monitor Pipeline Run Status

  • Check regularly for failed pipeline runs or errors (e.g. corrupted files).
  • Fix corrupted files when possible, or escalate the issue to the propella team if needed.

Guide to Access

Step 1: Locate the Platform Storage Account

Storage Account

Step 2: Navigate to the Knowledgebase Blob Container

  • Go to: Storage Browser >> Blob Containers >> knowledge-base
  • This is your central location to:
    • Upload new documents
    • Remove outdated files
    • Create folders to organise the content
Storage browser

Step 3: Understand File Processing Timing

  • All changes (uploads, deletions, modifications) are processed overnight
  • Updated content becomes searchable in the Knowledgebase Assistant the following morning

Managing Quarantined Files in Azure Storage Blob

Files that fail to process - due to corruption, unsupported types, or pipeline bugs—are automatically redirected to a quarantine directory in your Azure Blob storage.

Quarantine Folder Location

  • Failed files will be placed in the root directory under quarantine/ .
  • Review and attempt to fix these files directly.
  • If the issue is unclear or seems unrelated to formatting, escalate to the propella.ai support team.

Tips for Maintaining a Healthy Knowledgebase

📁 Always Store Files in Folders

Avoid placing files in the root of the knowledge-base container. Group files into meaningful folders to ensure organisation and retrievability.

🔍 Use Descriptive, Human-Readable File Names

This improves the Assistant's ability to surface relevant results. For example:

  • Avoid: pa_note_20250403 , 0195f8ac-58ea-7df3-88a7-c57b8931303e
  • Use: propella_standup_note_20250403

🗂 Ensure Folders Are Not Empty

Empty folders are automatically removed by the system. Add at least one file when creating a new directory.

📄 Prioritise Parse-Friendly Formats

The Assistant works best with text-rich formats:

  • Preferred: .txt , .md , .html , .pdf
  • Less Ideal: .xls , .xlsx , .csv – Convert these to .txt or .md when possible