Knowledge Hub Guide
Turn your documentation into instant answers with Max AI.
Overview
Knowledge Hub is your centralized library for manuals, SOPs, and process documentation inside the MachineMetrics platform.
It transforms your company's tribal knowledge into a living source of truth—making it instantly searchable through Max AI.
Located under Assets → Knowledge Hub, this feature lets you upload documents once and receive AI-driven answers directly from your own files. Whether it's a machine setup guide, a maintenance checklist, or a process SOP, Max AI retrieves the exact step-by-step information your team needs.
Why Use Knowledge Hub
| Benefit | Description |
|---|---|
| Central Source of Truth | Store all critical documentation in one searchable location |
| AI-Powered Answers | Ask Max AI natural-language questions and receive instant, accurate guidance |
| Easy Maintenance | Replace outdated files anytime; Max AI automatically references the latest version |
| Context-Aware Search | Max AI understands meaning across your documents and shows the sources used in its answers |
| Preserve Expertise | Capture tribal knowledge before experienced operators retire or move on |
| Make Everyone an Expert | New operators access veteran knowledge instantly |
Accessing Knowledge Hub
- In the MachineMetrics app, go to Assets → Knowledge Hub
- The Knowledge Hub dashboard shows:
- Uploaded documents
- Processing status
- Search functionality
Uploading Documents
How to Upload
- In the MachineMetrics app, go to Assets → Knowledge Hub
- Click Upload
- Select your file(s) from your device
Supported File Formats
| Format | Extension |
|---|---|
.pdf | |
| Word | .docx |
| Plain Text | .txt |
| Markdown | .md |
| HTML | .html |
| CSV | .csv |
| JSON | .json |
Processing Status
Once uploaded, files automatically progress through:
| Status | Description |
|---|---|
| Uploading | File is being transferred |
| Processing | Content is being indexed for Max AI |
| Processed | Ready for Max AI queries |
| Failed | Upload or processing error — re-upload after correcting |
Tip: You can replace a file at any time. Replacing automatically re-processes and updates Max AI's knowledge.
Structuring Content for Max AI
Max AI performs best when documents are text-based, well-structured, and focused on a single topic. Documents structured this way consistently yield more accurate answers than very long or complex manuals because Max AI can interpret and index them more reliably.
Best Practices
| Do | Why |
|---|---|
Use clear headings (## Section Title) | Helps Max AI navigate document structure |
| Write in short paragraphs or bullet lists | Easier for AI to extract specific answers |
| Include checklists or tables when relevant | Structured data is more searchable |
| Keep each document centered on one procedure, machine, or process | Focused content = better answers |
Name files descriptively (e.g., GX-400_Setup_Guide.pdf) | Helps with organization and search |
What to Avoid
| Avoid | Why |
|---|---|
| Scanned images or screenshots without text | AI cannot read images |
| Overly complex tables or nested formatting | Formatting may be lost during processing |
| Multi-topic or lengthy mixed documents | Makes it difficult for AI to isolate relevant information |
| Generic, non-manufacturing information | Will be deprioritized in search results |
What Max AI Uses (and Ignores)
To ensure relevant answers, Max AI focuses on manufacturing and operational documentation.
Ideal Content
- Setup guides and SOPs
- Maintenance and troubleshooting procedures
- Operator reference materials
- Process or quality documentation
- Machine manuals and specifications
- Integration or API documentation
Ignored or Unsupported
- HR policies or internal admin docs
- Sales or financial content
- Image-only files (without readable text)
- Generic, non-manufacturing information
What Gets Lost During Processing
Understanding processing limitations helps you create better documents:
| Content Type | What Happens |
|---|---|
| Images | Replaced with <image> placeholders — not searchable |
| Scanned documents | OCR activates but may not perfectly capture all text |
| Charts and diagrams | Visual elements are not searchable |
| Embedded visuals | Not captured in the index |
| Complex tables | May lose formatting fidelity |
Important: Information embedded within images, complex layouts, or inconsistent formatting may not be captured cleanly during processing and can reduce answer accuracy.
Using Max AI with Your Knowledge
Once documents are processed, you can start asking Max AI questions.
Example Questions
"How do I calibrate the coolant pump on the GX-400?"
"What's the shutdown procedure for the VF-2?"
"What torque should I use for the fixture bolts?"
"How do I clear alarm 1234 on the Mazak?"
"What's the first-piece inspection process for part 7890?"
How Max AI Responds
Max AI searches your Knowledge Hub and returns clear, contextual answers—always citing which document(s) were used. This transparency helps users:
- Verify guidance against the original source
- Trace answers back to official documentation
- Build confidence in AI-provided information
Common Use Cases
| Use Case | Example |
|---|---|
| On-demand SOP guidance | "What are the steps to change tooling on Machine 5?" |
| Troubleshooting help | "Why is the spindle overheating?" |
| Maintenance procedures | "What's the PM checklist for the horizontal mill?" |
| Explaining alerts and metrics | "What does alarm 567 mean?" |
| Manufacturing terms | "What's the difference between roughing and finishing?" |
| Integration questions | "How do I configure the ERP connector?" |
Managing Documents
From the Knowledge Hub interface, you can:
| Action | Description |
|---|---|
| View file details | See processing status, upload date, file size |
| Rename files | Update file names for clarity |
| Replace outdated versions | Upload new version to reprocess automatically |
| Verify content | Check that content displays properly after processing |
| Delete files | Remove obsolete documentation |
Best Practice: Regularly review your library to ensure your team always has the most accurate and up-to-date information.
Troubleshooting
Upload Failed
| Check | Solution |
|---|---|
| File format | Confirm format is supported (.pdf, .docx, .txt, .md, .html, .csv, .json) |
| File content | Ensure the document contains readable text |
| Formatting issues | Correct any formatting problems and re-upload |
File Stuck on "Processing"
| Check | Solution |
|---|---|
| Wait time | Refresh the page after a few minutes |
| Still stuck | Note the file name and contact support |
Max AI Gave Wrong or No Answer
| Check | Solution |
|---|---|
| Search terms | Ask using terms that appear in your document (machine name, part number, process step) |
| Processing status | Verify the document shows as "Processed" |
| Document content | Confirm the document contains the expected information |
| Document structure | Reformat with clearer sections and re-upload |
Tip: If answers seem incomplete, try simplifying the structure of the document or splitting large manuals into smaller, topic-focused files before re-uploading.
Best Practices for Knowledge Management
Document Organization
| Practice | Example |
|---|---|
| Organize by machine | Mazak/, Haas/, DMG Mori/ |
| Organize by process | Setup/, Maintenance/, Quality/ |
| Organize by operation type | Turning/, Milling/, Inspection/ |
File Naming Convention
Use consistent, descriptive file names:
Machine_Model_Procedure.pdf
Examples:
- Mazak_VCN-530C_Setup_Guide.pdf
- Haas_VF-2_Maintenance_Checklist.pdf
- DMG_NLX-2500_Alarm_Reference.pdf
Content Maintenance
| Frequency | Action |
|---|---|
| As needed | Replace files immediately when procedures change |
| Monthly | Review recently accessed documents for accuracy |
| Quarterly | Audit for outdated content |
| Annually | Comprehensive review and cleanup |
Writing for AI
Recommended document structure:
1. Purpose / Overview
2. Safety Requirements
3. Tools and Materials Needed
4. Step-by-Step Procedure
5. Quality Checks
6. Troubleshooting Tips
7. Related Documents
Keep important details as plain text, not embedded in images.
FAQs
Can Max AI read images or screenshots?
No. Image areas are replaced with <image> placeholders. OCR may extract text from scanned pages, but accuracy depends on image quality.
How can I see which document Max AI used?
Each AI answer includes a reference link showing the exact document(s) used.
Do I need to re-upload when I edit a file?
Yes. Any time you update or replace a file, it's reprocessed and automatically indexed for Max AI.
Can I use Knowledge Hub for non-technical content?
It's designed for manufacturing and process documentation. Non-technical content may be ignored or deprioritized.
What's the maximum file size?
Contact your MachineMetrics administrator for current file size limits.
How long does processing take?
Most documents process within a few minutes. Large or complex documents may take longer.
Can multiple people upload documents?
Yes, based on your permission settings. Contact your administrator to verify your access level.
Related Articles
- Max AI Guide — Complete guide to Max AI capabilities
- Operator Dashboard Guide — Displaying documents on tablets
- Automations & Workflows Guide — Triggering document delivery
Getting Help
- In-App: Click the help icon in Knowledge Hub
- Max AI: Ask "How do I upload a document to Knowledge Hub?"
- Support Portal: Visit the MachineMetrics Support Portal