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Knowledge Base V2: Setup, usage, and migration

Knowledge Base V2 is a structured, card-based system for managing knowledge. New entities use V2 by default. We recommend migrating existing entities from V1 to V2. You can review and edit changes before applying.

Written by Jess B

In this guide, you’ll learn how to:

  • Use Knowledge Base V2

  • Manage knowledge cards

  • Track changes using version history

  • Migrate existing knowledge from V1 to V2

Before you start

  • New entities automatically use Knowledge Base V2

  • Existing entities will remain on Knowledge Base V1

  • Migration to V2 is recommend for better structure and flexibility.

  • You can review and edit all changes before applying them

What's different between Knowledge Base V1 and V2

V2 restructures how rules are stored, edited, and tracked. Here's a quick comparison:

Knowledge Base V1

Knowledge Base V2

Structure

Single prose document

Modular cards

Field targeting

Based on phrasing

Explicit per card

Search and filter

Not available

Search by keyword, filter by field

Version history

Not available

Tracked per card and per extraction type

How to spot which version you're on

Knowledge Base V1:

Knowledge Base V2:

Use Knowledge Base V2

If you're using a new entity, Knowledge Base V2 is already enabled.

You can immediately start managing your knowledge cards using the tools below.

What you can do in Knowledge Base V2

Search knowledge cards

Use the search bar to find cards by:

  • Title

  • Description

  • Keywords

Filter by target field

Click Filter to narrow down cards by field.

You can filter by:

  • Sections (e.g. General Invoice, General Line Item, Accounting General)

  • Specific fields (e.g. Supplier, Invoice Number, Due Date, Amount, etc.)

Change the card view

Switch how cards are displayed:

  • List (default)

  • Grid

  • Compact

Add or manage knowledge cards

You can create and manage knowledge cards using the following methods:

To upload a CSV (Self-prompt):

⚠️ Important: If knowledge cards already exist, you must delete all existing cards before uploading a CSV. Self-prompt upload replaces the current set of knowledge cards.

  1. Delete all existing knowledge cards (if any)

  2. Click Self-prompt

  3. Upload your CSV file

  4. Click Upload and Generate.

The system will generate knowledge cards automatically.

To use templates:

  1. Click Templates

  2. Select a pre-defined template

  3. Once selected, you will see the current template content in a card editor.

  4. You can either manually edit the template or tell Tofie how to modify the content.

  5. Select target field(s)

  6. Click Insert

To edit all knowledge cards:

  1. Click Edit All (for the selected extraction type)

  2. Make bulk updates across existing knowledge cards

  3. Adjust target fields if needed

  4. Click Save changes or Discard changes

To add a card manually:

  1. Click + Add Card.

  2. Enter a card title.

  3. Add a description or prompt.

  4. Select one or more target fields.

  5. Click Save changes or Discard changes.

Manage individual knowledge cards

When you hover over a knowledge card, you can:

  • Version history – view changes for that specific card

  • – update the card

  • Delete – remove the card

Knowledge conflicts

When a newly added or edited card contradicts an existing card, Tofu will display a conflict indicator on the affected card.

To review the conflict:

  1. Click the conflict indicator on the card

  2. A dialog will appear showing the two conflicting cards and an explanation of why they conflict

  3. Review the details, then close the dialog

To resolve the conflict:

  1. Close the dialog

  2. Edit the relevant card directly to align the rules

  3. The conflict indicator will remain visible until the issue is resolved

Note: You can also click Ignore if you have reviewed the conflict and determined it does not affect your workflow. However, we recommend resolving conflicts where possible to ensure consistent extraction results.

View version history

You can view version history in two ways, depending on what you want to review:

  • At the extraction type level – see all changes across cards (e.g., AP Bills, AR Invoices, Bank Statements, Direct Expense)

  • At the card level – see changes for a specific knowledge card

Access version history

For a extraction type

Click History beside the extraction type dropdown to view all changes for the selected extraction type.

For a specific card

Hover over a card and click Version history to view changes for that card only.

Review changes

In version history, you can see:

  • Date and time of the change

  • User who made the change

  • Number of changes

Turn on Show changes to highlight updates:

  • Green = added content

  • Red (strikethrough) = removed content

This helps you clearly track what changed and when.

Migrate existing entities from Knowledge Base V1 to V2 (Recommended)

If you are using an existing entity on Knowledge Base V1, you can migrate it to V2.

Why migrate to Knowledge Base V2

Migrating to Knowledge Base V2 improves extraction accuracy by linking knowledge directly to specific fields instead of relying on free-form prompts. It also makes rules easier to search, update, and manage at scale, while providing full version history and better visibility of changes.

How to migrate to V2

  1. Go to Entity Settings

  2. Click Knowledge Base

  3. In the banner, click Generate V2

Tofie will begin preparing your new knowledge base.

If you have existing data, you’ll see a “Migrating Knowledge Base…” message. Once ready, you’ll be taken to the review page.

Review your Knowledge Base changes (V1 → V2)

You’ll see two panels:

  • Current (V1): your existing knowledge base (read-only)

  • Generated (V2): your new structured version (editable)

This allows you to compare your current setup with the generated version before applying changes.

Edit migrated knowledge cards

In the Generated (V2) panel, you can manage your knowledge cards:

  • Show source in V1 – highlights where the content came from in the Current (V1) panel

  • – update the card’s title, description, or target fields

  • Delete – remove the card

You can also:

  • Edit All – update all cards for the selected extraction type

  • + Add Card – create a new knowledge card

Click Save changes or Discard changes when editing.

Mark as reviewed

After reviewing an extraction type:

  1. Click Mark as Reviewed in the lower right

  2. The status updates to Reviewed with a check mark

  3. Click Next to continue

Repeat this process until all extraction types are reviewed.

Apply all changes

Once everything is reviewed:

  1. Click Apply All Changes

  2. Click Cancel Migration to discard the generated changes and stay on Knowledge Base V1

If you apply changes, you’ll see a confirmation message and your Knowledge Base will be updated to V2.

If you cancel, your Knowledge Base will remain on V1 and no changes will be applied.

Notes

  • At least one target field is required for each knowledge card

  • We recommend migrating existing entities from V1 to V2

  • Always review changes before clicking Apply All Changes

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