What to add to an AI reply knowledge base: five useful entries

An AI reply knowledge base is a small set of facts, experiences, opinions and resources you want a drafting tool to consider when they fit the conversation. Start with one accurate entry that answers a recurring question. A longer library is useful only if you can keep it true and current.

Disclosure: I build Voxily. This guide explains the distinction between voice and knowledge in our product and gives an original method for organizing reply facts. The example entries are illustrative, not customer testimonials, benchmark results or proof that a draft will be accurate.

You can use the same method in a plain document. Download the blank reply knowledge worksheet and fill it in locally; it needs no signup and sends us nothing. It is a planning sheet, not an automatic Voxily import.

What belongs in voice, knowledge and Brand Mode?

Voice describes how you write: short sentences, a direct answer first, or a preference to avoid hype. Knowledge describes what you can truthfully say: the product supports desktop Chrome, a project took three weeks, or a specific method did not work in your own test. Keep the two separate so a tone preference cannot become a made-up fact.

In Voxily, sign-in and a saved starter voice are required before generation. Writing examples and knowledge entries are optional. Brand Mode is a separate Pro feature for product context and promotion; adding a knowledge entry does not turn it on. A fact in the library is not a reason to pitch in every conversation.

If your only goal today is to test a first reply, use the first-reply checklist and return to knowledge when you notice a fact you keep repeating.

Five useful entries to consider first

Free includes five knowledge entries. The five types of entry below are a way to choose what deserves those slots, not a requirement to fill them all. Voxily has four entry types: fact, opinion, example and resource. An example entry can hold an experience; two different facts can both use the fact type.

1. A fact that settles a recurring question

Example: “Voxily runs as a desktop Chrome extension. It drafts replies on X, LinkedIn and Reddit; the user reviews and posts each reply.” The source is the public product page, checked on November 4, 2026. This can help answer a platform question. It does not establish support for mobile Chrome, a scheduler or automatic posting.

Keep the statement narrow. “Supports desktop Chrome” is easier to review than “works everywhere.” If you change platform support, update or switch off the old entry before relying on it again.

2. A limitation people need to know

Example: “We do not offer scheduled publishing.” A clear limitation can be more useful than another benefit. It gives you a factual answer when someone asks whether your tool replaces their calendar. Keep a limitation separate from an opinion such as “manual posting suits me better.”

Do not save a roadmap idea as a shipped feature. If the answer depends on a release that has not happened, say it is not available. A draft should not turn an intention into a promise.

3. One experience you can personally stand behind

An experience entry might say what you tried, in what setting, and what happened. Use your real details. A useful shape is: “On [project], I tried [approach]. I observed [specific result]. This was [scope or constraint].” Keep the brackets until you have the facts; do not ask the model to fill in a success story.

A single project is still a single project. A reply may explain what happened to you without claiming that everyone will get the same outcome. Remove customer names or details you are not authorized to share.

4. An opinion with the reason behind it

Example: “For a first trial, I prefer one real task over a long feature tour, because it lets the person judge the result in their own context.” That is an opinion, not a measured conversion claim. A drafting assistant can help express the reasoning without inventing a statistic or pretending the view is universal.

If an opinion only fits a particular buyer or project size, save that condition too. “For a solo founder” and “for a team with approvals” can lead to different recommendations.

5. A resource you are willing to point someone to

Save the name, URL and purpose of a useful public resource. For example: “The first-reply checklist explains sign-in, saving a starter voice, and reviewing one reply.” Check that the URL works and the page still matches the description. A relevant link can answer a question; an unrelated link is just another pitch.

For time-sensitive resources such as pricing, keep a checked date in your notes and review the current page before quoting a price. The worksheet has source and review-trigger columns for this reason. Those are planning fields; this guide does not claim Voxily automatically monitors them.

How to add and review knowledge in Voxily

Open the extension side panel and choose KB. Knowledge Base offers Add Entry, plus starting points such as My experience, My opinion and A fact about my work. Write a short title, choose the appropriate type and use a concise statement you have checked. You can start with text rather than importing a large file.

Keep only the entries you want available enabled. Knowledge can be relevant to one conversation and irrelevant to the next. A stored fact is context for drafting, not a guarantee that the model will select or express it correctly. Review the generated reply against the original post and your source.

The current Free plan has five entries; Pro allows unlimited saved entries and higher generation allowances. More saved entries does not mean unlimited generations or better replies. Try one entry before paying for room to keep many.

A two-conversation check for one entry

First choose a question the fact actually answers, such as “Does it work on my phone?” The reply should answer that question using the supported-platform fact and avoid promising mobile support. A vague invitation to “try it and see” is not a good substitute for a clear answer.

Next choose an unrelated conversation, such as a founder describing how they organize interview notes. Check whether the draft adds your product facts for no reason. Rewrite or discard it if it does. This is a practical personal check, not a controlled benchmark or a promise about how every generation behaves.

For a broader comparison, the three-task reply-tool test includes answering a question, fixing a rough draft and disagreeing politely. Use your own facts in each task and judge the final reply, not only how polished the first suggestion sounds.

When should you update or remove an entry?

Review an entry when its source changes: a new price, a changed plan limit, a shipped feature, a discontinued workflow, or an experience you can no longer describe accurately. Switch it off while checking. Keeping the title short and the source easy to find makes that review easier.

Keep customer conversations, credentials and private business documents out of a starter library. Use facts you are allowed to share in a public reply. Before uploading source material, read how Voxily handles data on the privacy page and decide whether that material belongs in the service.

Common questions about reply knowledge

Do I need a knowledge base to generate my first reply?

No. In Voxily, sign-in and a saved starter voice are required; writing examples and knowledge entries are optional. Add a fact when it solves a repeated drafting problem.

Will saving facts stop hallucinations?

No. A model can still use the wrong fact, miss a condition or add something you did not provide. Check every factual claim in the final reply. If a necessary fact is missing, answer it yourself or ask the person a clarifying question.

Is this the same as training a model on my writing?

No. This guide describes saved context supplied for drafting. A voice preference, an example and a knowledge entry serve different purposes. The persona guide explains optional writing examples in more detail.

What should I do next?

Write down the one question you answered twice this week. Save the smallest true fact that helps answer it, with a source in your own notes. Then review one relevant reply. Keep the entry only if it makes that job easier without adding claims or a pitch you did not intend.