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.
Delete all existing knowledge cards (if any)
Click Self-prompt
Upload your CSV file
Click Upload and Generate.
The system will generate knowledge cards automatically.
To use templates:
Click Templates
Select a pre-defined template
Once selected, you will see the current template content in a card editor.
You can either manually edit the template or tell Tofie how to modify the content.
Select target field(s)
Click Insert
To edit all knowledge cards:
Click Edit All (for the selected extraction type)
Make bulk updates across existing knowledge cards
Adjust target fields if needed
Click Save changes or Discard changes
To add a card manually:
Click + Add Card.
Enter a card title.
Add a description or prompt.
Select one or more target fields.
Click Save changes or Discard changes.
💡 Tip: When selecting target fields, use the search bar at the top of the field dropdown to quickly filter fields by name instead of scrolling through the full list. This also works when selecting target fields for templates and in Edit All.
To copy or import knowledge cards from another entity:
You can move knowledge cards between entities in two ways depending on how many cards you need:
Copy & Paste — best for one or two cards. Hover over a card and click the Copy icon, then navigate to the destination entity's Knowledge Base and click Paste in the toolbar.
Import — best for multiple cards. Click Import in your knowledge base, select the source entity, then choose All cards or pick specific cards individually. Click Import to confirm.
In both cases, the cards land in the destination entity's Knowledge Base and can be edited like any other card.
Manage individual knowledge cards
When you hover over a knowledge card, you can:
Version history – view changes for that specific card
Copy – copy the card to your clipboard so it can be pasted into another entity's Knowledge Base
– 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. This applies both in the Knowledge Base setting and in Brain Mode, so you can catch a conflict no matter where you're reviewing knowledge cards.
To review the conflict:
Click the conflict indicator on the card
A dialog will appear showing the two conflicting cards and an explanation of why they conflict
Review the details, then close the dialog
To resolve the conflict:
In the conflict dialog, click Edit on the card you want to fix. The conflicting lines are highlighted so you can see exactly what needs to change.
Update the card content, then click Save changes.
Tofu automatically re-checks the conflict after you save. If it is resolved, you will see a confirmation and the conflict indicator is removed. If there are more conflicts, you are taken to the next one.
If the cards still conflict after your edit, the dialog shows an updated explanation and highlights so you can adjust again.
While you are editing a card, the other actions in the dialog are locked until you save or discard your changes. For cross-card conflicts, both cards can be edited and the other card stays visible for reference with its conflicting lines highlighted.
Note: You can still 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.
