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

1. 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.

2. 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

3. 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

1. 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.

2. 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.

3. 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:

1. Test Toffu's understanding: Ask Toffu questions about your business to ensure the context transferred correctly

2. Add missing pieces: Use other Knowledge source types (URLs, files) to supplement the migrated content

3. Keep it updated: Regularly update your Knowledge sources as your business evolves

4. 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:

1. Go to Knowledge in your Toffu sidebar
2. Click Add Source
3. Choose URL tab
4. Enter your company website URL
5. Check Crawl entire website for comprehensive coverage
6. Click Add Source and wait for indexing to complete

Step 2: Upload Key Documents

Add your essential marketing materials:

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

Step 3: Add Competitor Intelligence

Monitor your competition:

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

Step 4: Include Quick Context

Add immediate context with plain text:

1. Use the Plain Text tab in Add Source
2. Paste company mission statements, brand voice guidelines, or campaign briefs
3. 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!