Knowledge - Your Marketing Intelligence Hub

Transform your company knowledge into marketing superpowers! Toffu's Knowledge Sources help the AI understand your company, products, and industry. The more you add, the more accurate and contextual your marketing content becomes.

What are Knowledge Sources?

Knowledge Sources are the foundation of Toffu's intelligence. They include:

Websites - Your company website, blog, documentation, and competitor sites
Documents - Brand guidelines, product specs, research reports, and marketing materials
Files - PDFs, presentations, spreadsheets, and other business documents
Plain Text - Quick notes, guidelines, or any text-based information

Toffu crawls, indexes, and analyzes these sources to understand your company context and create more relevant marketing content.

Why Knowledge Matters for Marketing

Smarter Campaign Targeting

AI understands your ideal customer profile
References competitor positioning for differentiation
Uses market data to identify opportunities

Consistent Brand Messaging

Maintains brand voice across all content
Ensures messaging aligns with positioning
Prevents off-brand communications

Data-Driven Decisions

References performance data for optimization
Uses competitive intelligence for strategy
Incorporates market trends into planning

Faster Campaign Creation

No more starting from scratch
AI pulls relevant context automatically
Reduces briefing and revision cycles

Types of Knowledge Sources

Website Sources

Company Websites Add your main company pages:

Homepage and product pages
About us and team pages
Blog and news sections
Documentation and help centers

Competitor Websites Monitor competitor information:

Product positioning and messaging
Pricing and feature comparisons
Content strategies and updates
New product announcements

Industry Resources Include relevant industry sites:

Trade publications and blogs
Industry reports and research
News sites and trend sources
Professional community forums

Document Sources

Brand Materials Upload essential brand documents:

Brand guidelines and style guides
Messaging frameworks and voice guides
Visual identity standards
Marketing collateral and templates

Product Documentation Include detailed product information:

Product specifications and features
User guides and documentation
Case studies and success stories
Pricing sheets and sales materials

Research and Reports Add analytical documents:

Market research reports
Customer survey results
Competitive analysis documents
Performance and analytics reports

File Sources

Supported File Formats Toffu can process various file types:

Documents: PDF, Word (.doc, .docx)
Presentations: PowerPoint (.ppt, .pptx)
Spreadsheets: Excel (.xls, .xlsx)
Text Files: CSV, JSON, XML, TXT, Markdown
Archives: ZIP files, EPub files

Business Files Upload your key business documents:

Sales presentations and pitch decks
Financial reports and business plans
Training materials and processes
Legal documents and compliance guides

Plain Text Sources

Quick Information Add immediate context through plain text:

Company mission and vision statements
Product feature descriptions
Customer persona summaries
Campaign briefs and objectives

Guidelines and Notes Include important guidelines:

Brand voice and tone examples
Messaging do's and don'ts
Target audience descriptions
Competitive positioning notes

How to Add Knowledge Sources

1. Access the Knowledge Page

Navigate to Knowledge in your Toffu sidebar to see your current sources and add new ones. You'll find:

A list of all your existing knowledge sources
Add Source button to create new sources
Refresh button to update source status
Source cards showing indexing progress and document counts

2. Choose Your Source Type

Click Add Source to open the source creation dialog. You can add sources in three ways:

URL Sources

Add any website URL
Choose to crawl just that page or the entire website
Perfect for company websites, blogs, and competitor sites

File Uploads

Upload documents directly from your computer
Supports PDFs, Word docs, Excel sheets, PowerPoint presentations
Also accepts ZIP files, EPubs, and various text formats

Plain Text

Paste text directly into the form
Great for quick notes, guidelines, or small pieces of information
Perfect for mission statements, brand voice examples, or campaign briefs

3. Website Crawling Options

When adding a URL source:

Single Page: Crawls only the specific page you provide
Entire Website: Starts from your URL and crawls all linked pages on the same domain
Use entire website crawling for comprehensive company or competitor intelligence

4. Monitor Indexing Progress

After adding a source, Toffu processes it through several stages:

Indexing: Content is being crawled and analyzed
Completed: Source is ready and searchable
Failed: Processing encountered an error (you can retry)

Each source card shows:

Source type (URL, file, or text)
Document count and page count
Last crawl date
Current indexing status

Migrating Knowledge from ChatGPT or Claude

Already have valuable context and information built up in ChatGPT or Claude? You can easily transfer this knowledge to Toffu to maintain continuity and leverage your existing AI training.

How to Export Knowledge from ChatGPT

Ask ChatGPT to export everything it knows about your company:

Please export everything you know about my company/brand in markdown format. Include all context about our products, target audience, messaging, brand voice, competitors, market positioning, and any other relevant business information you've learned from our conversations.

Review and organize the output:
- ChatGPT will provide a comprehensive markdown document
- Review for accuracy and completeness
- Remove any irrelevant or outdated information
- Organize into logical sections if needed
Import to Toffu Knowledge:
- Go to Knowledge in your Toffu sidebar
- Click Add Source
- Choose the Plain Text tab
- Paste the markdown content from ChatGPT
- Give it a descriptive title like "Migrated ChatGPT Knowledge - [Date]"
- Click Add Source

How to Export Knowledge from Claude

Ask Claude to export your business context:

Claude, please compile and export all the information you have about my business in markdown format. Include details about our company, products, services, target market, brand positioning, competitive landscape, marketing strategies, and any other business context from our conversations.

Request specific categories if needed:

Please organize the export into sections: Company Overview, Products/Services, Target Audience, Brand Voice, Competitors, Marketing Strategies, and Key Messaging.

Import to Toffu following the same process as ChatGPT

Best Practices for Knowledge Migration

Clean up before importing:

Remove conversational elements ("As I mentioned earlier", etc.)
Focus on factual information and context
Update any outdated information
Organize content logically

Supplement with additional context:

Add recent developments not covered in AI conversations
Include specific metrics and data points
Add competitor intelligence gathered separately
Include brand guidelines and visual standards

Verify and validate:

Review the migrated content for accuracy
Ensure all important context is included
Test Toffu's understanding by asking it about your business
Add missing information as separate sources

Sample Migration Prompt

Here's a comprehensive prompt you can use with ChatGPT or Claude:

Please create a comprehensive markdown document containing everything you know about my business. Organize it into the following sections:

## Company Overview
- Mission, vision, values
- Business model and revenue streams
- Key differentiators and value propositions

## Products/Services
- Detailed descriptions of offerings
- Pricing and positioning
- Target use cases and benefits

## Target Audience
- Customer personas and demographics
- Pain points and challenges
- Buying behavior and preferences

## Brand & Messaging
- Brand voice and tone guidelines
- Key messaging and positioning
- Content themes and topics

## Competitive Landscape
- Main competitors and their positioning
- Competitive advantages and differentiators
- Market dynamics and trends

## Marketing Context
- Successful campaigns and strategies
- Channel preferences and performance
- Content types that resonate

Please format this as clean markdown without conversational elements, suitable for import into a knowledge management system.

After Migration

Once you've migrated your knowledge:

Test Toffu's understanding: Ask Toffu questions about your business to ensure the context transferred correctly
Add missing pieces: Use other Knowledge source types (URLs, files) to supplement the migrated content
Keep it updated: Regularly update your Knowledge sources as your business evolves
Leverage in workflows: Reference the migrated knowledge in your marketing workflow requests to ensure consistency

Migration Benefits

Maintain continuity: Don't lose valuable context you've built up in other AI tools Accelerate onboarding: Get Toffu up to speed quickly with existing knowledge Improve workflow quality: Better context leads to more accurate and relevant marketing executions Centralize intelligence: Consolidate your business knowledge in one system designed for marketing workflows

Managing Your Knowledge Sources

🔄 Source Management

Refresh Sources

Use the Refresh button to update all source statuses
Check for crawling progress and completion
Monitor for any indexing failures that need attention

Reindex Sources

Click the reindex option on any source card
Useful when website content has been updated
Ensures Toffu has the latest version of your content

Remove Sources

Delete sources that are no longer relevant
Remove outdated documents or websites
Clean up failed sources that can't be fixed

Source Status Monitoring

Indexing Status Indicators

Indexing: Orange indicator shows processing in progress
Completed: Green indicator means source is ready
Failed: Red indicator means processing encountered an error

Source Metrics

Document Count: Number of individual documents extracted
Page Count: Number of web pages crawled (for URL sources)
Last Crawl Date: When the source was last processed
File Information: File name and type for uploaded documents

🔄 Keeping Sources Updated

Regular Maintenance

Review your sources monthly for relevance
Update website URLs if they change
Re-upload documents when new versions are available
Remove outdated competitor information

Website Updates

Reindex website sources when content changes significantly
Monitor competitor sites for new product launches or messaging changes
Keep company website sources current with latest product information

Using Knowledge in Marketing Campaigns

Campaign Brief Creation

AI references Knowledge to create comprehensive briefs:

Pulls relevant customer personas
Includes competitive positioning
References brand guidelines
Incorporates market trends

Content Generation

Knowledge enhances all content creation:

Maintains consistent brand voice
Uses customer language and pain points
Incorporates competitive differentiators
References supporting data and research

Strategic Planning

Leverage Knowledge for strategic decisions:

Market opportunity identification
Competitive gap analysis
Customer journey optimization
Channel strategy development

Supported File Types and Formats

Supported File Formats

Toffu can process a wide variety of file types:

Document Formats

PDF files (.pdf)
Microsoft Word (.doc, .docx)
Plain text files (.txt)
Markdown files (.md)

Presentation Formats

Microsoft PowerPoint (.ppt, .pptx)

Spreadsheet Formats

Microsoft Excel (.xls, .xlsx)
CSV files (.csv)

Archive and eBook Formats

ZIP files (.zip)
EPub eBooks (.epub)

Data Formats

JSON files (.json)
XML files (.xml)

Best Practices for File Uploads

File Size Considerations

Keep individual files under 25MB for optimal processing
For large documents, consider breaking them into smaller sections
ZIP files can contain multiple related documents

Content Quality

Ensure text is readable and well-formatted
Use clear headings and structure in documents
Include relevant metadata and titles

Organization Tips

Upload related documents together
Use descriptive file names
Include version numbers or dates in file names when relevant

Advanced Knowledge Features

Smart Search

Find relevant information quickly:

Natural language search queries
Automatic content recommendations
Related document suggestions
Cross-reference capabilities

AI-Powered Insights

Get automatic insights from your data:

Pattern recognition across documents
Trend identification and alerts
Gap analysis and recommendations
Performance correlation analysis

Team Collaboration

Share knowledge across your marketing team:

Role-based access controls
Collaborative document editing
Comment and annotation features
Version control and history

Integration Syncing

Automatically sync data from connected tools:

CRM customer data updates
Analytics performance reports
Social media competitive monitoring
Survey response imports

Knowledge Integration with Other Features

Library Playbooks

Knowledge enhances Library playbooks:

Customizes templates with your brand voice
Incorporates competitive intelligence
Uses customer data for targeting
References performance benchmarks

Memory System

Knowledge feeds into Memory:

Stores successful campaign variations
Learns from performance patterns
Builds institutional knowledge
Maintains campaign context

Scheduled Tasks

Automate knowledge updates with Scheduled Tasks:

Weekly competitive monitoring
Monthly performance report generation
Quarterly knowledge reviews
Annual strategic planning updates

Getting Started with Knowledge Sources

Ready to build your marketing intelligence? Here's a step-by-step approach:

Step 1: Add Your Company Website

Start with your most important source:

Go to Knowledge in your Toffu sidebar
Click Add Source
Choose URL tab
Enter your company website URL
Check Crawl entire website for comprehensive coverage
Click Add Source and wait for indexing to complete

Step 2: Upload Key Documents

Add your essential marketing materials:

Click Add Source again
Choose File tab
Upload brand guidelines, product specs, or marketing materials
Supported formats include PDF, Word, PowerPoint, and Excel
Monitor the upload progress and indexing status

Step 3: Add Competitor Intelligence

Monitor your competition:

Add competitor website URLs
Choose whether to crawl their entire site or specific pages
Upload any competitive analysis documents you have
Set up regular reindexing to catch updates

Step 4: Include Quick Context

Add immediate context with plain text:

Use the Plain Text tab in Add Source
Paste company mission statements, brand voice guidelines, or campaign briefs
Perfect for information that doesn't exist in documents yet

Step 5: Monitor and Maintain

Keep your knowledge current:

Use the Refresh button to check indexing progress
Reindex sources when content updates
Remove outdated sources periodically
Monitor document and page counts for completeness

Knowledge Maintenance Schedule

Regular Update Cadence

Weekly Updates

Competitive monitoring and campaign analysis
Social media sentiment and mention tracking
Performance data from recent campaigns
Customer feedback and support insights

Monthly Reviews

Campaign performance analysis and learnings
Customer persona updates based on new data
Competitive positioning and strategy changes
Market trend analysis and implications

Quarterly Deep Dives

Comprehensive competitive intelligence refresh
Customer journey mapping updates
Market research and industry report reviews
Strategic planning document revisions

Annual Overhauls

Complete brand guideline reviews
Buyer persona research and validation
Market positioning analysis
Knowledge base architecture optimization

Security and Privacy

Your marketing intelligence is protected:

🔒 Data Security

Enterprise-grade encryption at rest and in transit
Role-based access controls
Audit logs for all knowledge access
Regular security assessments and updates

Privacy Protection

GDPR and CCPA compliance
Customer data anonymization options
Retention policy management
Data deletion and portability tools

Access Management

Team-based permission systems
Document-level access controls
Guest access for external stakeholders
Activity monitoring and reporting

Measuring Knowledge Impact

Track how Knowledge improves your marketing:

Campaign Performance Metrics

Faster campaign creation times
Higher content quality scores
Improved brand consistency ratings
Better targeting accuracy rates

Strategic Decision Metrics

More competitive wins
Faster market response times
Better customer acquisition costs
Higher lifetime value growth

AI Enhancement Metrics

More relevant content suggestions
Higher automation success rates
Reduced revision cycles
Increased team productivity

Need Help Building Your Knowledge Base?

Get support for your marketing intelligence:

Strategy consultation: Book a knowledge architecture session
Data migration: Get help importing existing research
Team training: Schedule knowledge management workshops
Ongoing support: Join Toffu Friends Slack

Ready to supercharge your marketing with intelligent data? Start building your Knowledge base today!