Move Knowledge Base Files
Move knowledge base files to another knowledge base in the same organization without changing file IDs or reprocessing and vectorizing them
When you need to reorganize a knowledge base—for example, by department or product line, or to archive outdated content—use the Move Files feature to move files in batches to another knowledge base in the same organization. Moving files does not reprocess or vectorize them, and their file IDs remain unchanged. This makes it fast to move even large numbers of files without incurring additional processing fees.
1. Open the Move Window
There are three entry points. All of them open the same Move Knowledge Base Files window. The only difference is whether the system preselects the source knowledge base or files based on the entry point.
Entry Point 1: Upper Right of the Knowledge Base List
Click Knowledge Bases in the left menu to open the knowledge base list, then click Move Files in the upper-right corner. This entry point does not preselect a source and is suitable for planning moves among several knowledge bases at once.
Entry Point 2: Move Icon in the Knowledge Base List
In the knowledge base list, click the move icon in the Actions column for a knowledge base. This entry point preselects that knowledge base as the source, making it suitable when you already know which knowledge base you want to organize.
Entry Point 3: Select Files in a Knowledge Base's Document List
Open the Documents list on a knowledge base settings page. Select the files to move, then click Move Files. This entry point locks the current knowledge base as the source and preselects the files you just selected. After choosing the destination, you must still click Move In to add them to the pending move list. This is useful when selecting files to move while browsing documents.
2. Understand the Move Window
The Move Knowledge Base Files window uses a two-column layout. The left column contains files in the source knowledge base, and the right column contains files in the destination knowledge base. Use the buttons between them to move files from one column to the other:
Source Knowledge Base drop-down menu
Upper-left area of the window
Select the knowledge base where the files are currently located
Destination Knowledge Base drop-down menu
Upper-right area of the window
Select the knowledge base to which the files will be moved. The destination must use the same vector settings as the source. When you submit the move, the system also checks that you have delete permission for both the source and destination
Swap button
Between the two drop-down menus
Quickly swap the source and destination without selecting them again
Search box
One in each column
Search by file name to quickly find files in long lists
Select all checkbox
Top of each column's file list
Select all files currently shown in the list at once (after a search, Select All selects only the search results)
Move In button (→)
Between the two columns
Add files selected in the left (source) column to the pending move list
Move Back button (←)
Between the two columns
Add files selected in the right (destination) column to the reverse pending move list. Both directions can be processed in the same batch
Pending move indicator
File row
Files added to the pending move list are marked Pending Move In or Pending Move Back; they have not actually been moved yet
Persistent notice
Bottom of the window
File IDs remain unchanged · No reprocessing or vectorization · 1,000-file limit per batch, reminding you of the feature's three key characteristics
3. Procedure
Select the Source and Destination Knowledge Bases
At the top of the window, select the Source Knowledge Base and Destination Knowledge Base. The destination drop-down excludes the source itself and filters knowledge bases by vector settings. Use the swap button between the menus to quickly exchange the source and destination. Seeing a knowledge base in the menu does not guarantee that the move can be completed; delete permissions for both the source and destination are checked when you submit.
Select Files and Add Them to the Pending Move List
Select files in the left (source) column, then click Move In (→) to add them to the pending move list. You can also select files in the right (destination) column and click Move Back (←). Moves in both directions can be submitted together in the same batch. For a long file list, filter it with the search box before using Select All.
A file's existing tags and Metadata are cleared after it is moved because tag definitions belong to the original knowledge base. To retain them, first create tags with the same names in the destination knowledge base, then apply the tags again after the move. When you add files to the pending move list, the system displays a warning that Tags for N files will be cleared.
Confirm the Move
The bottom of the window shows the number of pending moves. After confirming the count, click Confirm Move.
After submission, the move runs in the background and the screen displays Move in Progress. You can work on other tasks in the meantime.
View Move Results
When the move finishes, the Move Results page presents three summary cards: Completed, Skipped (already in the destination knowledge base), and Failed (the file remains in its original knowledge base). It also lists the reason for each file.
If any files fail, click Retry This Batch. Retrying is safe: files that have already moved are skipped and are not processed twice.
To continue organizing other files, click Move Another Batch to return to the selection screen.
Move results are retained for 7 days. During that time, you can return to review them or retry a batch.
4. Limitations and Important Notes
Permissions
You need delete permission for both the source and destination knowledge bases. Edit permission alone is insufficient. Organization owners automatically have full permissions and require no additional configuration
Scope
Files can only be moved between knowledge bases in the same organization. Knowledge bases in other organizations do not appear in the drop-down menu
Vector settings
The destination knowledge base must use the same vector settings as the source. Knowledge bases with different settings do not appear in the drop-down menu
Files being processed
Files that are still being processed cannot be moved. Wait for processing to finish before moving them
Per-batch limit
1,000 files; process larger quantities in multiple batches
Files with the same name
The system does not deduplicate or rename files. If the destination knowledge base already contains a file with the same name, both files will exist after the move. Check before moving them
Tags and Metadata
Always cleared after a move and must be reapplied in the destination knowledge base (see the instructions below for how to preserve them)
Why Must the Destination Knowledge Base Use the Same Vector Settings?
Moving files can avoid reprocessing and vectorization because the system directly reuses each file's existing processed results and vector data, changing only its ownership. Vector data is generated from a knowledge base's vector settings. If the destination uses different settings, vectors from the source cannot be retrieved correctly in the destination. To prevent this, the Destination Knowledge Base drop-down only lists knowledge bases with the same vector settings as the source.
If you need to move files to a knowledge base with different vector settings, upload the original files again in the destination knowledge base so the system can process and vectorize them using its settings.
Why Are Tags Cleared, and How Can I Preserve Them?
Tag definitions—their names and purposes—belong to individual knowledge bases and are not shared across the organization. Tags in the source knowledge base do not exist in the destination, so a file's original tags and Metadata are always cleared after it is moved.
If tags are important to your retrieval or management workflows, follow these steps:
Before moving files, record or take a screenshot of their current tags.
Create tags with the same names in the destination knowledge base.
Move the files.
After the move, apply the tags to the files again in the destination knowledge base's document list.
5. Error Scenarios and Troubleshooting
Some files do not meet the requirements at submission time (for example, they are still being processed)
The entire batch is rejected. No files are moved, and the reason for each file is listed
Resolve or remove the problematic files based on the reasons shown—for example, remove files still being processed from the pending move list—then submit again
Files are being processed by a previous move batch
The system reports that they cannot be added and provides a Remove These N Files button
Click Remove These N Files to move the remaining files first, then process these files after the previous batch finishes
Some files fail during the move
Failed files remain in their original knowledge base, and the results page lists the reason for each file
Click Retry This Batch on the results page. Files already moved are automatically skipped, and only failed files are retried
6. Use Cases
Financial Services: Split a Shared Knowledge Base by Department
A bank initially stores credit card, mortgage, and wealth management documents in a single Customer Service Knowledge Base. As the number of documents grows, its customer service AI assistant occasionally cites credit card promotions when answering mortgage questions. An administrator creates three knowledge bases—Credit Cards, Mortgages, and Wealth Management—using the same vector settings, then moves hundreds of documents to the corresponding knowledge bases by department. The files do not need to be reprocessed or vectorized, and no additional processing fees are incurred. After the split, each department's AI assistant only mounts its own knowledge base, producing more focused answers.
Manufacturing: Organize Catalogs and Specifications by Product Line
A sales inquiry assistant at an electronic components manufacturer originally uses one Product Documents knowledge base containing catalogs and specifications for connectors, cables, and power modules. During a reorganization, an administrator filters for connector-related files using the search box in the document list, selects them, and clicks Move Files (Entry Point 3) to move them into a new Connector Product Line knowledge base. The administrator then repeats the process for the other product lines. Because file IDs remain unchanged, internal records that reference those IDs are unaffected.
Education: Archive Content at the End of a Semester
A university's admissions and academic affairs AI assistant knowledge base contains many course announcements and calendars for the current semester. At the end of the semester, an administrator moves outdated documents to a Past Semesters Archive knowledge base. This keeps the active knowledge base streamlined and prevents the AI assistant from citing outdated information, while the archived content remains available to internal search assistants. Repeating the process each semester creates a consistent knowledge base lifecycle management workflow.
Healthcare: Reorganize Patient Education Materials by Department
A hospital initially stores its patient education materials in a single knowledge base, then decides to split them by department, such as family medicine, orthopedics, and obstetrics and gynecology, so that each department's LINE patient education assistant mounts the appropriate knowledge base. Because most patient education files have tags such as Patient Education and Forms, the administrator first creates tags with the same names in each department's knowledge base, then reapplies them after moving the files so tag filtering continues to work.
Retail and Hospitality: Rotate Seasonal Campaign Content
After a peak-season campaign ends, a hotel chain moves room type and campaign documents for its Summer Promotion from the online customer service knowledge base to a Campaign Archive knowledge base, while moving documents for the new campaign in. Because files can be moved in both directions in the same batch, the old and new campaign content can be swapped in one operation.
7. FAQ
Q: Are Files Reprocessed or Vectorized When Moved? Are There Any Fees?
No. A move directly reuses the existing processed results and vector data, changing only the file's ownership. It is therefore fast and does not incur additional processing fees. This is what the persistent notice at the bottom of the window means: File IDs remain unchanged · No reprocessing or vectorization · 1,000-file limit per batch.
Q: What If I Move a File to the Wrong Place?
Open the move window again, swap the source and destination using the button between them, and move the file back. Note that if the file originally had tags, they were cleared during the first move and are not automatically restored when you move it back. You must apply them again.
Q: Why Can't I Find the Destination Knowledge Base in the Drop-Down Menu?
The Destination Knowledge Base menu excludes the source itself and filters by vector settings. If a knowledge base is missing, check whether it belongs to another organization (cross-organization moves are not supported) or uses different vector settings. Even if you can select the destination, the system checks that you have delete permission for both the source and destination when you confirm the move. If you lack permission, contact the organization owner to adjust your role permissions.
Q: Will an Existing File with the Same Name in the Destination Be Overwritten?
No. The system does not overwrite, deduplicate, or automatically rename files. Both files with the same name will exist after the move. To avoid duplicates, check the destination's file list before moving or manually delete the unnecessary copy afterward.
Q: What If I Need to Move More Than 1,000 Files?
Process them in multiple batches. Use the search box and Select All in the left column to split files into batches by keyword. After each batch completes, click Move Another Batch to continue.
Q: How Long Are Move Results Available?
Move results are retained for 7 days. During that time, you can return to review the result for each file and click Retry This Batch for failed batches.
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