Writing Articles
Improving and translating articles with AI
Rewriting an article with AI, translating your library into the languages your network uses, what to check before you accept either, and which attached files the Knowledge Assistant reads.
Last updated September 18, 2026
Two things in the Knowledge Base are done by AI: improving the writing of an article, and translating it. Both produce a result you review rather than a result you accept. Translation is billed to your organisation as an AI translation action; Improve with AI is not billed, though it is rate limited to a few requests a minute.
Improve with AI
Improve, in the article editor, rewrites what you have written — tightening the wording, fixing the structure, and making a set of notes read as an article. It is most useful on something you have written quickly and know is not clear, and least useful on something already carefully worded.
Read the result before you save it. AI rewriting is good at making prose read well and indifferent to whether it is still true, so it will happily smooth over a step you needed. Any picture or embedded video in the article is protected during the rewrite and put back afterwards, so you will not lose those.
Translating your library
A network operating in more than one language can have its articles translated automatically. Select Knowledge Base in the left-hand menu, then Settings.
| Setting | What it does |
|---|---|
| Translate into | The languages your articles are translated into. Choose the languages your network actually reads, not every language you might one day want. |
| Translate guides automatically when they are saved | Each time a Published article is saved, its translations are refreshed. This is what keeps the other languages from drifting behind the original. Drafts are left alone and are translated once they are published. |
| Translate all guides now | Translates every published article, and your category names, in one pass. Use it once, after you first choose your languages. |
A single article can also be translated on its own from the editor, which is what you want when you have corrected one article and do not need the rest redone.
Translations are editable. Where a translation is not quite right — a product name that should not have been translated, a term your network uses differently — switch to that language in the editor and correct it by hand. Save first: switching language reloads the content and discards unsaved edits.
Files the Knowledge Assistant reads
The Knowledge Assistant, the panel beside your articles on the Knowledge Base screen, answers questions from the articles the reader is allowed to see. It also reads the files those articles link to with a Resource Library block, so a question about a policy that lives in an attached PDF can be answered from the PDF itself and not only from the article it sits under.
- It reads PDF, Word (.docx), OpenDocument (.odt), RTF and text files, including Markdown, CSV and HTML.
- It does not read older Word files saved as .doc. Save the document as .docx or PDF and link that version instead.
- It only reads a file whose Public toggle is on in its Resource Library collection. Turning the toggle off, or removing the file from the collection, stops the assistant quoting it straight away.
- Files larger than 25 MB are skipped. These are nearly always image-heavy brochures with very little text in them.
A file is read in the background after you save the article that links it, so the assistant may not be able to answer from it the moment you save. A nightly run catches any file that was missed, including files that were already linked before the assistant started reading them.