Important note: This feature is currently in early access. To request access, please contact your Customer Success Manager.
Introduction
Company Knowledge lets administrators connect Sana to your organization's existing knowledge sources — like Google Drive and SharePoint — and select specific documents to make available as context for Sana. Once indexed, employees can ask Sana natural-language questions and get clear, sourced answers pulled directly from those documents, without needing to search for the file themselves. Access is always based on the underlying permissions of the source system, so users only ever see answers drawn from documents they're already allowed to view.
How to Use Company Knowledge
Company Knowledge is initially available in Sana Chat through the Sana Principal Agent — Ask a question in Sana Chat, and if the answer exists in an indexed document you have access to, Sana will respond with a direct answer and cite the source document.
Tip: Ask questions the way you'd ask a colleague — for example, "How many vacation days do I accrue after 5 years?" — rather than searching for a document by name. Sana will find the relevant content and answer directly, with a source you can click into.
Setting Up Company Knowledge
Company Knowledge is configured by workspace administrators:
Go to Workspace -> Integrations -> Knowledge.
Click Add Knowledge to set up a new connection.
Choose a source — Google Drive or SharePoint are available today.
Authenticate the connected account for that source.
Click Choose from Google Drive or Choose from SharePoint to select the specific files or folders you want indexed.
Click into the sync to track progress. Files will move from Adding to Available status once ready.
Once files show as Available, they're ready to be used in Sana Chat.
Note: Your identity/IT team controls which users are authorized to connect third-party OAuth apps — separate from file-level sharing permissions. Sana’s Paragon connectors require third-party app access control for Google Workspace and admin consent / enterprise app assignment for SharePoint.
Testing & Validation
To confirm everything is working, try asking a question in Sana Chat that's answered by one of your indexed documents (for example, a policy on time-off accrual) and check that Sana responds correctly with the right source cited.
Supported applications
Company Knowledge currently supports Google Drive and SharePoint.
Note: Only documents an administrator has explicitly selected and indexed are available to Sana. Connecting a source does not make all content in that source searchable — admins choose exactly which files to index.
Access Control
Company Knowledge is built to respect your existing permissions:
Permissions are checked at search time. When you ask a question, Sana checks with the underlying source system (via our integration platform, Paragon) to confirm you have access to the specific documents being used to answer. You'll only ever see answers drawn from documents you already have permission to view. Permissions are checked using the email address of the user's current Sana workspace login. If user permissions on a synced file are changed, it can take Sana up to 3 hours to reflect that change.
Content stays up to date. Sana is notified of changes to indexed files approximately every 5 minutes (file deletes can take up to 3 hours), so updates or edits to source documents are reflected in Sana's answers.
No end-user setup required. Once an administrator has indexed a set of documents, any user with access to those documents in the source system can immediately start asking related questions in Sana.
Any Sana workspace admin with the right permissions can view and edit syncs. Sana always respects each source file's original permissions, so admins won't see files in the asset list that they don't personally have access to — even if they set up the sync themselves. Because of this, we recommend that admins be familiar with the content they're syncing, particularly when syncing entire folders that may include files outside their own access.
Limitations
Access control
Google Drive
The Company Knowledge sync must be created either by:
An administrator for the Google Workspace
Or a user with Edit access to the synced files
When sharing a file with an organization, set General access in Google Drive to the role you want (Viewer or Editor), then make sure Can find in search results is selected under the Searchable section.
SharePoint
To see answers drawn from a file, the file's creator must explicitly share it in SharePoint with their own account (the email address they use to sign in to Sana Workspace). A fix is coming soon.
Sync level
Syncing an entire Google Drive or SharePoint site is not currently supported. Supported sync levels are:
Google Drive: Individual files. Folder syncing is coming soon.
SharePoint: Individual files or folders.
Supported file types
Company Knowledge currently supports text PDFs, Google Docs, docx, Google Slides, pptx, txt, html, xlsx, Google Sheets, and csv files. Other file types aren't supported yet.
Note that xlsx, Google Sheets, and csv files up to 100k rows are currently supported.
Filesize and number of files
To be eligible for use with Company Knowledge, each individual file must not exceed Sana's 50 MB per-asset limit.
Company Knowledge supports up to 10,000 files within a single workspace — across all connected sources.
Syncs per user
Each administrator can connect one account per third-party source (for example, one Google Drive account and one SharePoint account). You can create multiple syncs from each connected account.
Each sync you create with Add Knowledge appears as its own line in the Knowledge configuration.
To switch to a different account for a source, a given administrative user must first delete all existing syncs that use their current account. For example, if a user has two syncs set up under one Google Drive account and they want to connect a different Drive account, they must delete both syncs first. Because each administrator can connect only one Drive account at a time, the new account can't be added until the old one has no syncs.
Individual file deletion
Files can only be deleted by deleting the entire sync. An improvement to allow for individual file deletion is coming soon.
File sync order
Files currently sync in random order, but will soon be enhanced to sync alphabetically by filename. Always be sure to check the asset list view after syncing to confirm the expected files have been properly synced.
FAQ
Q: What are the different file sync statuses, and what do they mean?
A: Below are the current file sync statuses for company knowledge:
Available – The asset synced successfully and is ready to use. No action needed — you're all set.
Adding – Sana is syncing this asset for the first time; it isn't available yet. Wait for the sync to finish.
Updating – Sana detected a change and is syncing the new version; the old version stays searchable. Wait for the sync to finish.
Unsupported – Sana can't read this file type, so it can't be synced. Convert the file to a supported type, or remove it from the sync.
Too large – This file is larger than Sana's 50 MB per-asset limit. Split the file to sync.
Processing issue – Sana couldn't sync this file — it may be corrupt, password-protected, or an issue on our end. Sana will automatically retry the sync; contact support if it persists.
Q: Why is there a 10,000 file limit per workspace?
A: Company Knowledge is designed to be a curated index of your organization's most important content — not an index-everything solution. We start with a 10,000-file limit per workspace so that search stays fast and precise, and so admins are choosing the highest-value content (policies, playbooks, product docs) rather than everything at once. This gives your team better, more relevant answers from day one. It's a starting point — we plan to revisit it as we learn more about how the feature is being used.
Q: Why can’t I add knowledge in Sana?
A: This is usually a permissions issue. There are two access levels involved:
Sana workspace access – Only workspace administrators can access Workspace Integrations settings, where knowledge sources are connected.
Source account access – Your identity/IT team controls which users are authorized to connect third-party OAuth apps — separate from file-level sharing permissions. Sana’s Paragon connectors require third-party app access control for Google Workspace and admin consent / enterprise app assignment for SharePoint.
If you're missing either type of access, ask your Sana workspace admin or your Google Drive/SharePoint admin to grant it, or to make the connection on your behalf.
Q: Can I use Company Knowledge as a knowledge source in Agent Builder?
A: Company Knowledge does not yet support knowledge-scoped agents in Agent Builder.
Q: What happens if I have multiple language-specific documents indexed?
A: Company Knowledge responds using the document that matches the language of your query. For example, if you've indexed both Time Off Policy – English and Time Off Policy – French, asking a question in French will return an answer based on the French document. Please note that this only applies to PDF, Google Doc, and docx files initially.