🗂️ Many Products? Teach The Desk Everything With One JSON File

With a handful of products, Word documents and pasted text are all you need. If you sell many products, run a big help centre, or already use AI tools, one JSON file is the fastest way to teach the desk everything at once.

Where to find it:

Open Knowledge Base on the desk's menu bar. Under the upload box, open Selling several products? One file can cover them all.

What the file looks like:

A list of entries, one answer each. Four fields are all you need: product, title, text and, if there is one, url. Press Download A Sample File in the guide to see a working example with several products in it.

Field names the desk understands:

Your file does not have to match the sample. Capitals, spaces, dashes and underscores do not matter, and neither does the order.

• The product: product, productName, plugin, app, course, offer, category or section.
• The title: title, question, heading, subject, name or topic.
• The answer: text, body, content, answer, description, details, solution or steps.
• The link: url, link, permalink or href.

Anything else in an entry, such as tags or a version, is kept and searched too. Housekeeping fields such as IDs, icons and sort orders are left out, so a preview opens on the answer itself.

Let your AI write the file:

The guide has a ready-made prompt with Copy The Prompt.

1. Press Copy The Prompt.
2. Paste it into ChatGPT, Claude or Gemini and paste your documentation under it.
3. Save the answer as my-knowledge.json.
4. Upload it on the Upload files tab.

For a big help centre, do one product at a time and upload each file.

What happens after the upload:

• Every entry knows its product. The product name leads the title, so a question about one product is answered from that product's pages.
• Long answers are welcome. A whole article in one entry is split into sections for searching, and nothing is cut off.
• The desk says what it understood, under the file's name in the sources table: how many entries, which field it used for titles, answers and products, and how many products it found. If that line looks wrong, rename the field in your file and upload it again.
• An export from another tool can go in as it is. A list wrapped inside something else, for example an "articles" list, is found without changes.

Keeping it current:

Upload the same file name again and the whole set is replaced in one go. If the file lives online, add its address on the A web address tab and the desk reads it again every day. A file can be up to 20 MB and 4,000 entries; beyond that, split it in two.

A small file, in words:

• One entry: product Planner Pro, title "How many sites can I use it on?", text "Three of your own sites. Staging copies do not count.", and url yoursite.com/planner-pro/.
• A second entry: product Template Pack, title "Do the templates work in Canva?", text "Yes. Each one opens in your own Canva account.", and url yoursite.com/templates/.

The file is a list of entries like these, each written as a JSON object with those four fields. The desk keeps anything else in an entry as extra searchable text. The sample file shows the exact layout.

Step by step, from your documentation to the desk:

1. Open Selling several products? One file can cover them all.
2. Press Download A Sample File and look at it.
3. Press Copy The Prompt and run it in your AI tool with your documentation pasted under it.
4. Save the answer as a .json file.
5. Upload it on Upload files and press Add To Knowledge.
6. Read the line the desk writes under the file's name, and fix any field name it did not understand.

A real example:

Yoursite Studio keeps its whole template library as one file. Each entry has a product (Template Pack or Studio Membership), a title such as "Do the templates work in Canva?", the answer, and the page address. After upload, the sources table says how many entries it read and that it took products from the product field.

Tips:

• Keep private things out. Everything in the knowledge base can be shown to visitors on your help page.
• A training library for members belongs in its own file, marked Members Only. See The Members Helper As A Coach, And Members Only Knowledge.