Managing Your Ace Knowledge Base

What Is the Ace Knowledge Base?

The Knowledge Base (KB) is the structured data layer Ace uses to answer questions. It's built from your Follow Up Boss data: contacts, notes, pipeline stages, activity history, and custom fields. Ace reads the KB to give contextually accurate answers — it is not searching the raw CRM in real time for most queries.

How the KB Builds

The KB builds automatically when:

• You first connect Follow Up Boss
• A scheduled rebuild runs (typically nightly)
• You trigger a manual rebuild

Initial builds on large databases (50k+ contacts) may take 20–60 minutes. Incremental rebuilds are faster.

Triggering a Manual Rebuild

1. Go to your admin dashboard at app.followupace.com/admin
2. Click Knowledge Base in the sidebar
3. Click Rebuild Now
4. A progress indicator shows the rebuild status

Trigger a manual rebuild when:

• Ace is giving outdated answers about contacts that have changed recently
• You've made large-scale changes in FUB (bulk imports, tag restructuring)
• A new team member starts and needs the most current data

Customizing What Ace Knows

From the KB section of the admin dashboard, you can:

• Add context documents: Upload team SOPs, scripts, objection handlers, or property information as documents Ace can reference during chat
• Set focus areas: Tell Ace to prioritize certain pipeline stages or contact types in its analysis
• Add company context: Provide your brokerage name, market focus, and team specialties so Ace introduces your team accurately

Monitoring KB Health

The KB dashboard shows:

• Last successful build time
• Number of contacts indexed
• Build error log (if any run failed)

A red or warning status on the KB means Ace may give incomplete answers. Common causes: FUB connection expired (reconnect OAuth), or a build error. Check the error log and contact support if the issue repeats.

KB and Account AI

If you have Account AI active, engagement scores and analysis fields are also included in the KB. This allows Ace chat to query by score ("show leads with engagement below 20") and reference AI-generated insights.