Reference documents and repository notes

Reference documents and repository notes give EkLine’s agents context that is not in your code: files you upload, and a short note on what each repository holds.

Context	Where you add it	Which agents read it
Reference documents	Settings > Organization > Knowledge Base	Docs Agent and Marketing Agent
Repository notes	Settings > Integrations > GitHub Integration or GitLab Integration	Docs Agent and Marketing Agent

Before you begin

You need:

• The Knowledge Base tab under Settings > Organization, for reference documents
• A repository saved on your GitHub or GitLab integration, for repository notes

Any member of your organization can upload and manage reference documents and edit repository notes.

Reference documents vs. a managed knowledge base

Reference documents are files you upload to give the agents context. They are different from managing a Confluence or Pylon knowledge base, where the agent reads and writes pages in an external tool.

Upload a reference document

1. Log in to your EkLine dashboard.

2. Go to Settings > Organization > Knowledge Base.

3. In the Upload Document section, drag a file onto the upload area, or click it to select a file. You can upload PDF, Word, PowerPoint, Excel, Markdown, text, HTML, CSV, AsciiDoc, reStructuredText, image and SVG files. Each file can be up to 3 MB. Upload one file at a time.

4. Wait for the upload to finish. EkLine processes the document and adds it to the Uploaded Documents list with a generated title and a one-line summary.

Markdown, text, HTML, CSV, AsciiDoc and reStructuredText files are always processed. PDF, Office, image and SVG files are always stored, but EkLine may not be able to read them yet. See Troubleshooting.

Both agents use your documents in every session started after the upload finishes. You can start the session in the editor or trigger it from a GitHub pull request, GitLab merge request, or Slack.

What to upload

Upload context the agent can’t get from reading your code or existing docs:

• Product and feature briefs. What a feature does and who it’s for.
• Terminology and glossaries. Preferred terms, product names, and definitions.
• Architecture overviews. How your systems fit together.
• Internal FAQs and support notes. Answers your team already gives customers.

Keep each document focused and current. The agent treats every uploaded document as accurate, so remove anything out of date.

Tip

Reference documents give the agent facts to draw on. To set rules for how the agent writes, such as spelling, voice and terms, use custom instructions instead. The two work together.

Manage your documents

The Uploaded Documents list shows every document available to the agent. From the list, you can:

• Preview a document to confirm you uploaded the right file.
• Delete a document you no longer want the agent to use.

Caution

Deleting a document is permanent. After you delete it, the agent stops using it in new sessions.

Verify the agent uses a document

1. Open the editor and start a new session.

2. Ask the agent a question that only your uploaded document answers. For example, "What does our onboarding service do?"

3. Confirm the answer reflects the content of your document.

If it doesn’t, check that the document finished processing and appears in the Uploaded Documents list. Then start a new session.

Add a repository note

A repository note says what one repository is for, such as what it holds and who reads it. Both agents get every note in every new session. They read a note as a description, not an instruction.

1. Go to Settings > Integrations > GitHub Integration. For a GitLab repository, go to Settings > Integrations > GitLab Integration.

2. Find the repository in your list of saved repositories. A repository without a note shows Describe what this repository is.

3. Click the pencil icon on the repository card.

4. Enter a note of up to 5,000 characters, then click Save note.

A repository you have selected but not yet saved shows A note can be added once this repository is saved. Notes apply to sessions started after you save them.

Tip

Keep each note to a sentence or two. Describe what the repository contains and who reads it, for example "Customer-facing web dashboard. Document features here, not internal APIs."

Repository notes describe one repository. For conventions that hold across all your repositories, such as spelling or heading style, use custom instructions.

Troubleshooting

The Knowledge Base tab isn’t available

If you don’t see Settings > Organization > Knowledge Base, contact support@ekline.io with your organization name.

The upload fails

• Check the file type and size. The upload area shows That file type isn’t supported. or That file is over 3 MB. Upload a smaller file. when it can’t take a file.
• Upload one file at a time.
• If the error persists, contact support@ekline.io with the filename and the error message shown.

A document shows “Couldn’t process” or “Still processing”

The Uploaded Documents list shows the reason next to the document. Couldn’t process: this file type isn’t enabled for your organization yet means the file is stored but EkLine can’t read it yet. Contact support@ekline.io to turn on that file type, then click Retry. For any other reason, or a document that stays at Still processing, click Retry.

The agent doesn’t use an uploaded document

• Confirm the document appears in the Uploaded Documents list.
• Start a new session. The agent picks up new documents in sessions started after the upload finishes.
• If a processed document still isn’t used, reference documents may be off for your organization. Contact support@ekline.io.

A repository note isn’t reflected in a draft

• Confirm you saved the note on the correct repository card.
• Repository notes apply to sessions started after you save. Start a new session to pick up a change.
• Make the note specific about what the repository contains and who reads it.

Next steps

• Custom instructions: Set the conventions each agent follows in every session.
• Company Profile and Domains: Describe your company, brand names, audiences and voice.
• Create documentation: Generate READMEs, API references, and guides.
• Docs Agent reference: Supported file types, limits, and FAQ.