Create firm-managed knowledge bases

Note: This topic applies to both AiDA and Verity. References to Verity throughout this topic also apply to AiDA unless otherwise noted.

Firm-managed knowledge bases give Caseware AiDA and Verity access to your firm's internal content — methodology, procedures, policies, and guidance — so they can draw from your firm's own materials when answering questions. AiDA and Verity draw from firm-managed knowledge bases automatically, alongside Caseware-published knowledge bases and live engagement data, without any manual selection required.

You can create and configure knowledge bases (KBs) that other users can query.

To create a custom knowledge base:

1. Confirm you have the Settings Admin or Admin role. For more information, see Built-in roles and Assign security roles.

2. From the Cloud menu (), select Settings () | Caseware AiDA | Knowledge Bases

   Note: The Settings menu will display Caseware AiDA instead of Caseware Verity until a future update. The Knowledge Bases configuration applies to both products.

3. Select New knowledge base.

4. Complete the fields to define your new custom knowledge base:

   Field	Description
   Name	This name identifies the knowledge base in Settings and may appear in Verity citations when the knowledge base is used as a source.
   Source file	Upload any relevant source PDFs to build the knowledge base dataset. For example: guidance, training materials, and style guides. You can upload multiple files to create a comprehensive dataset for the knowledge base.
   Relevant products	Select the products in which you want the knowledge base to be available. Choosing All products makes the knowledge base available site-wide, while Selected products lets you specify one or more products from your list of available products. Note: You must either select All products or specify Working Papers or IDEA as a relevant product to make the knowledge bases available in those desktop applications.
   Disclaimer	Select the checkbox to agree to the disclaimer.

5. Select Save.

Best practices for firm-managed knowledge bases

When you set up knowledge bases, consider which areas of practice or operations benefit most from a centralized reference. Beyond Caseware-provided knowledge bases, firms can create additional collections tailored to their needs.

• Only include content that is relevant and accurate (for example, exclude table of contents as they won’t be relevant)

• Prefer text-based content over tables or images, which may not be interpreted as clearly.

• Organize KBs by theme.

• Review and update KBs regularly to retire outdated content.

Content volume and quality

We recommend no more than 3,750 pages of content per knowledge base. Further, content that is not string text (for example, images and tables) has been found to result in lower quality responses. Text-heavy content works best.

How AiDA and Verity use firm-managed knowledge bases

In AiDA

You can select from available knowledge bases in the AiDA chat window when working in supported products. Firm-managed knowledge bases created by your firm appear alongside Caseware-provided knowledge bases. Select the knowledge base you want AiDA to use before asking your question.

In Verity

Verity draws from firm-managed knowledge bases automatically when they are relevant to your question. You do not need to select a knowledge base before asking a question — Verity determines which sources to use and cites them in its response. Firm-managed knowledge bases appear in Verity citations alongside Caseware-published knowledge bases. When Verity draws from a firm knowledge base to answer a question, the citation identifies the specific source passage.

Example scenarios

Firm-specific software help

Documentation for workflow tools, applications, and integrations unique to the firm.

Firm standards and policies

Internal interpretations of professional standards, firm methodologies, quality management policies, and practice-specific guidance.

Templates, forms, and checklists

Standardized client request lists, audit program templates, report formats, or other repeatable resources.

Training and onboarding materials

Resources to help new staff get up to speed quickly, including FAQs, process walkthroughs, and reference guides.

Industry-specific knowledge

Specialized content for sectors the firm serves heavily (for example, not-for-profit, government, financial institutions).

Client communication standards

Guidance on language, style, and communication practices for external reporting or client engagement.