Best Practices & Tips
Proven methods and practical tips for effectively using ajan in your team.
Choosing the right knowledge management depends on your use case, data volume, and requirements for timeliness and control. Here's an overview of when each solution works best:
Upload Files from Computer
For quick, one-time queries or when you want to analyze specific files directly in chat, we recommend uploading directly from your computer.
Select Files from Integrations
If you want to access existing files from SharePoint, Confluence, Google Drive, or OneDrive without manually uploading them, we recommend selecting files from integrations.
| Pros | Direct access to cloud files |
| Cons | Each user needs their own integration connection and permission to view the file in the source system |
Knowledge bases
Suitable for central, team-wide Knowledge bases used by multiple users or Agents. Cloud workspaces support up to 1,000 files. Dedicated deployments use their configured limit.
| Pros | Central management, granular permissions, easy UI management, can be shared with multiple agents |
| Cons | No automatic synchronization |
Library Folders
Use Library Folders for active work with reusable files in Chat, Agents, or Projects. Choose a Folder when you want to read, compare, update, or create files instead of searching a larger reference collection.
| Pros | Reusable across chats, supports active file work, can be shared with your team |
| Cons | Limited to 100 files and 250 MB, no automatic synchronization |
Sync folders from integrations
Use Folder Sync when your Agent or Project should always access the latest version of documents from SharePoint, Google Drive, OneDrive, or Confluence Cloud. It works well for product documentation, policies, FAQs, and other collections that change regularly.
| Pros | Automatic synchronization (every 24h or manual) |
| Cons | The file limit depends on your deployment. ajan Cloud supports up to 200 files per synced folder. Check the attachment dialog for your configured limit. |
Dedicated deployments support up to 1,000 files per folder.