In Zapier Agents, you can integrate data from specific apps directly with your agent or allow it to search for information using a search action.
What is a knowledge source?
A knowledge source is a document that is optimized for use with an agent. The agent can use that content to complete tasks or answer questions.
What is a search action?
Search actions allow the agent to look for data within a specific app based on specific criteria. They allow agents to get information from apps that are not available as knowledge sources.
When should I use each option?
Knowledge sources are generally preferable when using Zapier Agents because they enable the agent to make advanced queries and analyze the data immediately. A search action works best when you need to find information, and you're unsure of where it exists. Note that if your agent already receives the data contained in the same document or app as part of its trigger, you do not need to add it as a knowledge source. The agent will receive the information through the trigger.
Example- You need to add product details and prices for social media posts. Because this product information is consistent, you can add the company product catalog, stored in Zapier Tables, as a knowledge source.
- Your team creates a brand new Google Docs document at the end of every week. You need its link, so the agent can email it to you for review and approval. Use a Find Document search action for Google Docs, which can provide a link to the most recent document.
Add a knowledge source or search action
You can add files, as well as certain apps, as knowledge sources. If the type of document you need is not available as a knowledge source, you can also use search actions for those apps.
Add a file as a knowledge source
You can add CSV, PDF, ODT, PPTX, DOCX, or TXT files as knowledge sources for your agent, with a size of up to 100MB.
- From the Zapier Agents home, select your agent.
- Learn how to start a new agent.
- In the section Knowledge sources, click + Add Knowledge Source. A dialog box will open.
- Select Upload file.
- Select a file from your computer and click Open.
- Click Add knowledge source.
The knowledge source will start syncing with your agent. You can reference it within the instructions or when chatting with your agent.
Add a knowledge source from an app
- From the Zapier Agents home, select your agent.
- Learn how to start a new agent.
- In the section Knowledge sources, click + Add Knowledge Source. A dialog box will open.
- In the dialog box, search for and select the app you want to use.
- Select a connection from the dropdown menu, or create a new connection by clicking the Settings icon .
- In the fields that appear, select the document to be used as a knowledge source.
- Click Add knowledge source.
.The knowledge source will start syncing with your agent. You can reference it within the instructions or when chatting with your agent.
Use a search action
- From the Zapier Agents home, select your agent.
- Learn how to start a new agent.
- In the section Tools this agent can use, click + Add Tool. A dialog box will open.
- Search for and select the app you want to use.
- Click the Find data tab to restrict the list to actions that can search for data.
- Select an action.
The agent will add this action and select the best option for the required fields. It'll appear in the list of tools the agent can use. Learn more about using actions in Zapier Agents.
Remove a knowledge source or search action
- From the section Knowledge sources, click the menu icon beside the knowledge source you want to remove.
- Click Remove from agent.
beside the knowledge source you want to remove.
Remove from agent.Synchronize your knowledge source
When you add an app as a knowledge source, Zapier will immediately sync the specific document with the agent. The agent will then resync consistently every 24 hours. Whenever possible, the agent will attempt to resync when a new row or record is added, but no more frequently than once per hour.
NoteIf there are any issues reaching an app, the agent will try to resync the knowledge source up to 10 times. If it still cannot complete the task after that, you can ask the agent in the Chat field to try again.
Manually sync a knowledge source
If you made changes and want the agent to catch up before the next sync:
- From the section Knowledge sources, click the menu icon beside the knowledge source you want to sync.
- Click Sync now.
Sync now.- Knowledge sources stop syncing if they've been inactive for more than 90 days. You can use it again by manually syncing the data.
- If you make changes to a knowledge source, the change will affect all agents that use that knowledge source.
Sync limitations
- Zapier Agents can synchronize up to 75,000 rows/records at a time across all knowledge sources on your account.
- On Team and Enterprise accounts, this 75,000 record limit applies to each user individually.
- Uploaded files can be up to 100MB.
Source app and file limitations
Below, you can see what apps and file types are supported as knowledge sources and the different limitations related to each.
- To sync when changes are made, the table must have a column of type "Last Modified Time". Otherwise, each table will sync once a day.
- Formulas will be synced as the final evaluated value.
- Airtable views are not synced.
- Only visible fields are synced.
- Maximum synced columns: 50
- Maximum synced tables: 20
- You must connect a paid Asana account.
- You must select a date range for syncing, up to 2 months in the past.
- The agent can only sync project sections, tasks, and users.
- Supports text files, Box notes, Word documents, ODT, and PDF files.
- Maximum synced words: 96,000
- The agent can only pick from the 50 most recent pages.
- CSV files can be used with or without headers.
- Good header names can increase the agent's accuracy.
- Files should contain only valid UTF-8 characters. Invalid characters will be replaced.
- Supports PDF, Word documents, ODT, PowerPoint, and text files.
- Maximum synced words: 96,000
- The agent only syncs text, no document outlines.
- Maximum synced words: 96,000
- Only supports Google Docs, Google Slides, ODT, PDF, text files, and Word documents.
- Maximum synced words: 96,000
- The spreadsheet must have headers.
- Formulas will be synced as the final evaluated value.
- Maximum synced columns: 50
- Maximum synced worksheets per user: 20 (shared across all synced spreadsheets)
- Maximum synced records: 50,000
- The agent can only sync Hubspot deals.
- If a deal is deleted, the agent will not automatically resync. It must be manually resynced.
- You must select a date range to sync, up to two months in the past.
- Maximum deal properties synced: 50
- You must select a date range to sync, up to 2 months in the past.
- Only issues and their associated users are synced.
- You cannot select custom properties.
- Formulas will be synced as the final evaluated value.
- Maximum synced words: 96,000
- Only supports Word documents, text files, PowerPoint, ODT, and PDF files.
- The agent can only use pages or databases, added individually to the agent.
- The agent will sync all content visible on a database table, up to the account record limit.
- The agent can only sync text.
- Page Properties are synced along with content.
- Maximum synced child pages from a database: 100
- Maximum synced words: 96,000
- Zapier Agents works best with documents originally created as PDFs (an Amazon receipt, for example) or other file types exported as PDFs. It may not be able to recognize the content of scanned PDF files.
- Maximum synced words: 96,000
- The agent cannot use views as a knowledge source.
- Maximum synced columns: 50
- You must select a date range to sync, up to 2 months in the past.
- Maximum ticket properties: 50
- Agents can sync up to one year of past meetings and transcripts.
- The agent can only sync scheduled meetings where the user is a host.
- To use transcripts, you must have a Pro or higher plan and cloud Recording enabled on your Zoom account.
- Maximum number of words synced: 96,000
Remove a knowledge source
You can remove a knowledge source from your agents at any time. You can remove it from a specific agent or from all agents that use it.
- From the section Knowledge sources, click the menu icon beside the knowledge source you want to remove.
- Click Remove from agent.
- Confirm by clicking Delete.
- From any page in your Zapier Agents account, click Data usage at the bottom left of the sidebar. You'll be taken to the Data tab.
- Search for the knowledge source you want to delete and click the three dot icon.
- Click Remove from all agents.
- Confirm by clicking Delete knowledge source.
When you delete a knowledge source from your agents, the data is fully removed from Zapier Agents after 14 days.
Provide feedback and get help
Submit a feature request, provide feedback on existing features, or get help from the Zapier Agents team. You can also discuss Agents with other users on Zapier's Early Access Program Slack.