Knowledge and Search

Your Knowledge is what Kojo can draw on: the knowledge built from all your meetings, plus documents. Under the hood, every meeting is processed into a knowledge graph -- see GraphRAG Memory Engine for the full technical architecture.

The Knowledge page

• Desktop: Sidebar > Knowledge (/dashboard/memory).
• Mobile: Bottom nav > Knowledge (/m/memory).

The page opens on Documents. It has three tabs on desktop:

• Documents, upload PDFs, Word and Excel files, images, text and code files, ZIPs, and audio recordings, with your storage usage alongside.
• Topics, suggested and reviewed briefs built from meetings and documents you select.
• Sources and controls, which meetings feed the workspace's memory (and moving one between your personal space and the workspace), and a summary of what Kojo can use.

Mobile has the same three tabs, in the order Docs, Topics, Sources, and also opens on Docs. Docs lists your documents with their status and shows your storage usage. Tap Upload a document or recording above the list to upload from your phone, with the same dialog as desktop (where it is indexed, folder and audience, and for a recording Also create a meeting). Each file shows its progress under the button, and the list updates on its own as files are indexed or transcribed. You can browse folders and change a document's audience from mobile.

Meetings, action items, decisions and past Kojo chats each have their own page in the sidebar, so this page no longer duplicates them.

What Kojo can draw on

Kojo only ever answers from meetings and documents you have access to. A meeting scoped to a group you are not in, or restricted to specific people, never appears in your answers, your lists, or your search results. See Workspaces and Teams for how that is set.

Topics

On desktop, open Knowledge > Topics. On mobile, open Knowledge > Topics in the bottom navigation. Both offer the same creation, evidence, correction, review and deletion controls.

Choose New topic, name a subject, and select one to five completed meetings or indexed documents. You can search sources by title and load older results. Generate suggested brief creates a separate suggestion. It does not replace an existing topic or automatically promote extracted names to facts.

A brief groups supported statements into Overview, Latest developments, Decisions and reasoning, and Open questions when the selected excerpts contain relevant evidence. View evidence reveals quotations, source names and dates, with meeting timestamps or document text positions. Quotations are checked against the supplied source text before saving. They show what a source said, not whether its claims are true. Conflicting accounts should remain attributed to their sources. AI can still misunderstand meaning or transcript spelling, so review before relying on a statement.

Use Edit and correct to fix names, change wording, remove irrelevant statements and add your own notes. Original AI wording and quotations remain available for comparison. Corrections persist, and no background generation overwrites them. Save reviewed topic moves a suggestion to Saved. Saving means a person reviewed it, not that MemorDesk independently verified its claims. Edits to saved topics update the review date. A conflicting edit in another session is rejected so you can reload and reconcile your changes.

Dismiss moves a topic to Dismissed, where Restore suggestion brings it back. Merge duplicate combines a topic with one of the recent saved topics by the same creator, retaining evidence and corrections. The combined topic returns to Suggested. A combined brief has at most five sources, 24 statements and 4,000 note characters. Delete permanently removes the topic after confirmation, while its original meetings and documents remain.

Ask Kojo about this opens the chat composer with the topic wording, notes and original sources attached. Review and send the question. Kojo uses its existing source access and plan checks. Saved topics do not automatically change Kojo's global memory or the original transcript.

Suggestions and dismissed topics are private to their creator. In a team workspace, saved topics are visible only to members, admins and owners who can access every source. The creator can edit their topics; workspace admins and owners can also manage saved topics they can see. Personal and team topics remain separate. All source permissions and plan history limits are checked again when a topic is read or changed. Removing access to any source hides the combined brief. Deleting or binning a source permanently removes briefs derived from it, including corrections; restoring the source does not restore those briefs. Manage unavailable topics lets creators delete inaccessible briefs without revealing their titles or contents. Personal topics that remain accessible are included in account data exports.

Long sources use their opening excerpts, up to 14,000 characters per source and 501 transcript segments. Partial sources are clearly marked. A missing readable document can be prepared by opening it with Ask Kojo before trying again. Requests are limited to five brief generations per hour on Free and 20 on other plans, with an additional limit of 60 per team workspace. A creator can keep 500 topics per workspace. Generation uses the existing shared AI provider, records AI usage, and never performs a background web search. Automatic topic updates are not part of this release.

Documents

Upload PDFs (including scanned ones), DOCX, Excel workbooks (XLSX), images (PNG, JPG, WEBP), TXT, MD, CSV, JSON, ZIP files (extracted automatically), common code files, and audio recordings (mp3, wav, m4a, ogg, opus, aac, flac, and mp4, where only the sound is used). A recording saved with the wrong extension (for example an m4a named .mp3) is accepted as its real format. Click Upload or drag files onto the page. Every upload names the current workspace and requires you to tick a checkbox acknowledging that the files will be saved there. Upload stays disabled until you acknowledge it. To upload elsewhere, cancel and switch workspace first. The compact landscape dialog places the heading above the controls on desktop and stacks the controls on smaller screens. An orange checkbox marks workspace acknowledgement and the orange upload button becomes available after confirmation. The file is saved there immediately, visible to everyone in that workspace who can see it.

The corner upload tray shows each filename above a thin progress bar, with transfer speed or status and file size underneath. Blue means uploading, orange means waiting for the connection, green means uploaded and red means failed. A file over 8 MB, such as a long recording or a video, is sent in parts: if the connection drops, the tray shows "Connection lost, resuming" and the upload carries on from where it stopped once you are back online, without starting again. A smaller file starts again after a dropped connection. Keep the tab open until the upload finishes. Cancel an active upload with its circular close control, or dismiss a finished row. On small screens it fits the screen width above the bottom navigation. Uploaded means the transfer finished; indexing can continue in Documents. There is no pause button.

Files and images you attach in a Kojo chat can be kept the same way: click Save to memory on the attachment in the chat.

Browsing your files: the files area works like a file browser. The layout button above the files (top right) switches between Grid, Large grid and List. Grid uses square tiles with smaller icons and fits three to eight items per row as the screen gets wider. Hover a tile to see the full name, type, size or duration, upload date, status, access and uploader. Keyboard focus shows the same details. In List, Columns chooses which details show: Last modified, Type, Extension, Size, Who can access and Uploaded by. Click Name or any column heading to sort, and click it again to reverse. Your choices are remembered on that browser. Click a file once to open its details panel on the right: its type, size or length, upload date, who can access it, How Kojo reads this, and its actions (Open transcript for a recording, Ask Kojo about this, Audience, Retry, Delete). Double click a completed recording in Grid or Large grid to open its transcript.

On mobile, a List and Grid switch sits above the documents on the Docs tab. Grid shows three square tiles per row with smaller file and folder icons. On a desktop browser, hover a tile to see its full name and file details.

Audio recordings and transcripts

Audio recordings are transcribed automatically, with timestamps and speakers, and become searchable the same way a document does.

• Limited by length, not size. Your plan sets the longest single recording: 40 minutes on Free, 2 hours on Lite, 5 hours on Pro and above. The only size limit is 1 GB per file, and a recording does not count against your document storage.
• 1 credit per minute, shown as an estimate in the upload dialog before you confirm. If the service cannot transcribe a recording, the credits are returned. If the whole recording was processed and nothing came of it (for example it contains no speech), the credits are used.
• Spoken language. The language is detected automatically.
• The original audio is deleted after 7 days. The transcript is kept.

Each recording has its own transcript page. On desktop, double click a completed recording in Grid or Large grid, click Transcript beside the recording in Knowledge > Documents (in List), or open it and choose Open transcript. On mobile, tap Transcript on its row in Knowledge > Docs. From there you can:

• Play the original audio in the cassette player beside the transcript (under it on mobile) while it is still stored, and click a timestamp to play from there.
• Read and search the transcript, one block per speaker turn, and hide or show the timestamps.
• Rename the recording and its speakers. A name you give a speaker appears in the transcript and in every download.
• Correct the text. Click the pen icon beside a speaker's name (shown on hover on desktop, always on mobile). Everything that speaker said there opens in one text box, with a blank line between paragraphs; fix it and click Save. The bin icon beside the pen deletes that part after you confirm, and the message that follows has an Undo button for 10 seconds (the last remaining part cannot be deleted).
• Assign emails to speakers. Switch on Assign emails in the Speakers card, fill in an email under each speaker and click Save emails. When the recording becomes a meeting, those speakers become its participants, so action items and the summary can reach them. If the meeting already exists, they are added to it straight away. Corrections appear in every download, and Kojo searches the corrected words shortly after. A meeting made from the recording keeps its own transcript, which these corrections do not change.
• Download it as plain text, Word, PDF, Markdown, subtitles (SRT or WebVTT) or JSON with timings, with or without timestamps and speaker names. On desktop the Download menu is at the top right, on mobile the Download button is at the bottom of the screen. A recording marked Confidential cannot be downloaded.
• Turn it into a meeting. The recording then appears under Meetings with a summary, action items, decisions and its transcript, like a recorded meeting but with nothing to play. This costs no extra credits, because the recording was already charged when it was transcribed. The confirmation names the workspace the meeting will be created in, which is the one the recording is saved to, and in a team workspace the meeting starts private to you. You can also switch on Also create a meeting in the upload dialog. Only the person who uploaded a recording can turn it into a meeting. Once the meeting exists, Kojo answers from the meeting, so the same recording is never cited twice.

Uploading, playing, reading, downloading and turning a recording into a meeting all work on mobile too.

Structured transcripts with an interview guide

For interviews that follow a guide (a questionnaire with sections and numbered questions), MemorDesk places the guide's headings in the transcript where each question was asked.

• Add a guide. In Knowledge, open Interview guides from the Documents tab. Paste the guide or upload it (Word, PDF or text, up to 4 MB). Reading it uses 2 credits, once. Check the outline it makes (sections, questions, and which respondent types a section is only for), correct it and save. You can also set the project name, interviewer and transcriber used in downloads.
• Structure a transcript. On a transcript page, the Interview guide card sits under Speakers in the left column (on desktop the column scrolls on its own if it is taller than your screen, and the ? beside the card's title explains it). Click Structure with a guide. Choose the guide, who was interviewed, and each speaker's role. It costs 3 credits plus 1 for every 10 minutes of recording, the next two runs on the same recording are free, and credits are returned if it fails. The transcript's words are never changed.
• Check it. Headings appear between the speaker turns, and speakers show as I1, I2 (interviewers) and R1, R2 (respondents) unless named. Uncertain matches are marked Check. Change, remove or add headings by hand at no cost. The card lists the guide's questions that were not found.
• Download a Structured Word document, the first item in the Download menu (greyed out until the transcript has headings; the plain Word document option has no headings or role labels): a details table, the guide's sections and questions as Word headings, interviewers in red, each respondent in its own colour, page numbers and the end time.

Guides are personal for now. Everything works on mobile too, where the run options open in a sheet.

How Kojo reads your files

When you upload a file, MemorDesk stores its readable text and, for files that have a structure, an outline of what the file is: a JSON file becomes a description of its shape and names (an animation file is recognised as one, with its size, length, layers and controls; a package.json, an API description or map data are recognised too), a CSV becomes its columns and types, code becomes its functions and classes, and Markdown and web pages become their headings. HTML is read as the text you would see on the page.

• Ask Kojo about a file. Desktop: Knowledge > Documents, open a file's card and choose Ask Kojo about this. The file is attached to the chat as a chip; press send. Mobile: Knowledge > Docs, Ask Kojo on the file. Kojo reads that file first, in full when it fits or its outline, opening and the parts that match your question when it is long, and only then connects it to your meetings and other documents.
• Scans and pictures. A scanned PDF (one with no selectable text) and an image (a photo of a whiteboard, a receipt, a screenshot) are read by AI when you upload them: every page or picture is transcribed, with tables as rows, and a picture also gets a description. Kojo tells you that text was read by AI, because handwriting and poor scans can contain small mistakes, so check important figures against the original. Pictures inside a ZIP are not read; upload them on their own.
• Excel workbooks. Every sheet is read cell by cell, with the value each formula last calculated, and dates shown as dates. Kojo sees each sheet's columns and rows, so questions like "what was the total for Lagos in March" are answered from the actual cells. Charts, pictures and comments in a workbook are not read, and the older .xls format is not supported (save it as .xlsx).
• Name a file. Naming a file in your question ("what is in Budget 2026.xlsx", or its name in quotes) works too. You can also type @ to pick a file or meeting.
• Follow-up questions keep reading the same file for the next few turns, without attaching it again.
• See what Kojo understood. In a file's details panel, How Kojo reads this shows the type and outline, so you can check Kojo has understood the file correctly. A file uploaded before this feature is read in full the first time you ask about it.
• Long files. Kojo reads them in parts, and asks for the next part or the part matching a topic when it needs it. It tells you when it has only seen part of a file.
• Access. Kojo only reads files you can already see. A file in a folder or group you are not part of, or marked private, is never read for you.

Folders and who can use a document

In a team workspace, documents can be organised into folders, and every folder and document has an audience: Everyone in the workspace, Specific groups, or Only me.

• The folder is a ceiling. A document inside a folder can only ever be as open as the folder. A folder for one group keeps everything in it to that group, and a folder inside it can only narrow that further, never widen it. Folders nest up to five levels deep.
• Your default. New uploads start with the workspace default, which owners and admins set in Settings > Workspace under Who can use new documents (everyone, the uploader's groups, or only the uploader). You can pick another audience for a single upload in the upload dialog. Chat exports always start as Only me.
• Confidential. A document marked Confidential stays out of Slack answers and shared answers in every channel, whoever is in it, and is never sent by an integration.
• Sharing with one person. From a document's Audience dialog you can give one workspace member access for a chosen time (up to a year), even when the folder would not otherwise include them. The same works for a whole folder. This needs a plan with Groups.
• Moving a document. Moving one into a folder that admits more people asks you to confirm first.
• When someone leaves. Their team documents are handed over to the workspace owner, and the owner is notified.
• Who can change what. The uploader, workspace owners and admins can change a document's audience and folder. Folders are managed by whoever created them, plus owners and admins.

Desktop: Knowledge > Documents. A breadcrumb with a New folder button and a Shared with you list sits above the list. Folders are listed in the file list itself, before the files, in every layout, with how many items each holds. Click one to open it. Each document has an Audience button, and a small label appears only when the audience is not the default.

Moving files into folders on desktop:

• Drag a file onto a folder to move it there, or onto a name in the breadcrumb (such as Documents) to move it up.
• Drag files from your computer onto a folder to upload them straight into it. Dropping anywhere else in the list uploads into the folder that is open.
• Or open a file and choose Move to folder in its side panel.

Mobile: Knowledge > Docs. The same breadcrumb sits above the list, with folders at the top of the list. Tap Move on a file to choose its folder. In a team workspace each document also has an Audience button that opens the same dialog. Upload a document or recording sits above the list and uploads into the folder that is open.

Folders also work in your personal space, where everything is visible only to you.

Global search

Search across meetings, action items, decisions, and notes.

• Desktop: the search bar in the centre of the top bar.
• Mobile: the search icon in the top-right pill of the top bar.

What is indexed

Control what is searchable in Settings > Knowledge (desktop) or Settings (gear) > Knowledge Base (mobile): meeting transcripts, action items, decisions, and cross-meeting insights.

Memory window by plan

How far back Kojo can draw from when answering questions:

Meetings and uploaded files outside your window remain stored but are excluded from Kojo's context and search results until you upgrade. Kojo will not read an older file even when you name it or mention it with @, and tells you it is outside your window instead. On desktop, Memory > Docs shows such a file with an orange Locked label, and its details panel says "Kojo cannot answer from this file right now". On mobile, the Memory screen shows how many days Kojo reads on your plan, under the storage bar.

Opening a meeting outside your window. On desktop the meeting page opens, with the summary blurred behind a card that says "This meeting is outside your memory window", how many days your plan covers, and an Unlock with Team (or Unlock with Pro) button. The other tabs are greyed out. On mobile the same card fills the Participants tab, and Summary, A. Items and Transcript are disabled. Upgrading, or moving to a plan with a longer window, makes the meeting readable again.

How search works

MemorDesk uses vector similarity search: each paragraph of each meeting is converted to a 2048 dimensional embedding. Search returns results ranked by semantic meaning, not keyword overlap. You can search for concepts ("budget concerns from last sprint") and get matches even when the exact words do not appear in the transcript.

Embeddings are contextualized, meaning each paragraph is encoded with awareness of the paragraphs around it rather than in isolation. A line like "we agreed to push it back" keeps the sense of what "it" referred to earlier in the meeting, so it can still be found later.

If the vector index is ever unavailable, search falls back to keyword matching over the same text rather than returning nothing, and Kojo says when grounding is limited.

Each user's search index is partition-isolated -- queries can never cross into another user's data even under simultaneous load.