Company knowledge

HeyOtto knows your writing style from day one. What it doesn't know by itself is your business. Here you tell it what it needs to know to get a draft right on substance too.

Why it matters

Without knowledge, HeyOtto writes a reply that sounds like you but doesn't dare say anything about the substance. With knowledge, he writes that you deliver within five working days, that returns are possible within fourteen days, and what your hourly rate is — with a source reference attached. If the answer is nowhere in your knowledge, HeyOtto says he'll check. He makes nothing up.

Adding a block

  1. Go to Admin → Company knowledge.
  2. Give the block a title that names the topic, for example Delivery times.
  3. Put the content below it in plain sentences — no formatting needed.
  4. Choose whether it applies to the entire organization or only to one shared mailbox.
One topic per block works best. HeyOtto picks by topic, so “Delivery times” is easier for it to find than “General info”. The counter next to each block shows how often it has actually informed a draft.

Import a document

If you already have it written down, upload it: HeyOtto extracts the text and saves it as a block. Supported formats are .txt, .md, .csv, .docx and .pdf, up to 2 MB. HeyOtto doesn't keep the file itself — only the text, and only that text can ever end up in a draft.

A scanned PDF often contains no readable text, only an image of the page. HeyOtto will tell you when that happens; in that case, paste the text into a block yourself.

Alongside SharePoint

If you work with Microsoft 365, you can also connect a SharePoint library (Integrations → Knowledge source). It's searched live and your documents stay where they are. If you have both, your own blocks take precedence — you filled those in deliberately — and SharePoint fills the remaining slots.

Who sees what

A block attached to a shared mailbox is only used by HeyOtto in that mailbox. What support@ knows never ends up in a personal reply — or in one from sales@.

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