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Knowledge covers how Flow ingests articles from connected sources, searches them at runtime, respects source permissions, and uses team or organization instructions to shape its answers.

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Knowledge hub

The sidebar label Knowledge opens the knowledge hub. Flow combines:
  • Ingested articles from connected sources (Confluence, SharePoint, Google Drive, ServiceNow KB, and others)
  • Search across those articles at runtime
The hub lists articles. Knowledge sources are connected and managed under Integrations, filtered to knowledge integrations. Sync status and source issues appear on each source there. Team Flow instructions are on the Flow instructions tab in Settings → Flow Teams. Organization instructions are in Settings → Global AI settings.

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Connect a knowledge source

Administrators and knowledge managers:
1

Open knowledge integrations.

Open Integrations and filter to knowledge integrations.
2

Start the connection.

Choose the provider, then add a source to start the connection flow.
3

Select the scope.

Select the team and content scope, such as a site, library, space, folder, or knowledge base.
4

Sync the source.

Trigger or wait for sync. New articles appear under Knowledge when ingestion completes.
Teams need knowledge enabled under team settings. A team connection is where you choose the source and watch sync health. It is not the read lock. For SharePoint, SharePoint Scoped, Google Drive, Dropbox, Box, and ServiceNow, Flow can mirror source permissions. In that mode, the source must already grant a person access, and Flow must have stored that grant. Connecting the source to their team is not required to read. Connecting it does not grant read. Organization admins cannot bypass that source access. When Flow cannot determine who the source allows, it does not grant everyone access. Some SharePoint pages stay limited to the team that connected the source. ServiceNow can use an explicit team or organization setting. See SharePoint and ServiceNow KB. Confluence Cloud can mirror those Confluence permissions, or an administrator can choose a Flow publication audience: the teams that connected the source, or the organization. Publication-audience connections skip restricted pages. See Confluence Cloud. Notion is different. Flow does not copy Notion per-person sharing. An administrator chooses a Flow publication audience instead. See Knowledge integrations.

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Source status

Use the source’s actions menu to sync or reconnect when those actions are available. If Indexed shows files while Sync says Not synced yet, treat the files as an existing snapshot and run the first tracked sync before relying on them. A source can finish a sync and still show a warning. For ServiceNow Knowledge, ServiceNow count mismatch means the provider count was higher than the articles returned. The sync completed. See ServiceNow Knowledge Base.

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Find an article

1

Open Knowledge.

Open Knowledge from the sidebar.
2

Find the document.

Use the list to find documents. The source shows where each article came from.
3

Open Document detail.

Select a row to open Document detail:
  • Content preview
  • Sync status
  • Source metadata
The org-wide Knowledge list shows files the person can already open in the source, after Flow has stored that grant. Team-scoped views also require a source that team owns or later connected. Use articles to validate ingestion before relying on AI answers in production.

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Configure Flow instructions

1

Open the team.

Open Settings → Flow Teams and expand the team.
2

Open Flow instructions.

Open the Flow instructions tab.
3

Open organization instructions.

Open Settings → Global AI settings.
4

Edit and save.

Edit and save the draft.
5

Publish.

Publish when it is ready. A saved draft is not active.
Team instructions are limited to 15,968 characters so they fit within Flow’s runtime customer-prompt budget (4,000 tokens). Content over that limit cannot be saved or published. Organization admins and team managers can edit team Flow instructions.

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Searching from Home

The Home prompt bar accepts natural-language questions. Flow may use synced knowledge and configured sources such as linked Jira issues. Org-wide search uses the same source access as the Knowledge list. It does not require the person’s team to connect the source. Team-scoped search still limits results to sources that team owns or connected, then applies the same source access. When search contributes evidence, Flow can show source cards beneath the answer. Each card links to the original document in its connected source, not to Document detail in the Knowledge hub. Open them when the answer affects a decision. If content may be stale, check the source’s latest successful sync under Integrations. Flow may use other authorized context when no eligible source is available, but it does not treat an undocumented company policy as fact. Federated options depend on your connected integrations. See Search.

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When Flow cannot confirm an answer

Flow does not automatically know every company policy. If a policy is not documented, is outside your access, or is missing from connected sources, Flow cannot confirm the answer. Ask the policy owner for clarification, then document the decision for future questions.

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