Issue with Knowledge Base Data Retrieval I’ve created an Assistant for a Customer Support Agent, including FAQs and Release Notes. Here’s what I did: Added the FAQ and Release Notes as files Linked them to a Query Tool Attached the Query Tool to the Assistant Problem: When a customer asks about version information, the assistant is unable to retrieve the data from the knowledge base. The tool is getting triggered The response shows as success But the assistant replies with: “I don’t have the specific details in the current knowledge base.” I’ve attached a screenshot for reference. Could you please provide suggestions on what might be misconfigured or missing? https://cdn.discordapp.com/attachments/1418523922046914664/1418523922898485258/Screenshot_from_2025-09-19_14-33-30.png?ex=68ce6eda&is=68cd1d5a&hm=4e2b8c8058b5af10b64adbd0d4c1309f4c9d358a7755cf595dbb53b2835a2d36& https://cdn.discordapp.com/attachments/1418523922046914664/1418523923322245130/Screenshot_from_2025-09-19_14-33-37.png?ex=68ce6eda&is=68cd1d5a&hm=78a4bcabed8d0a4a72a0be8c391577acfe9bfeed7f1cb58625b55b440995e75e& https://cdn.discordapp.com/attachments/1418523922046914664/1418523923808522321/Vapi-Dashboard-09-19-2025_02_34_PM.png?ex=68ce6eda&is=68cd1d5a&hm=95a00f8a5bfdeff0c233e1ff5d6dffaa7f44e7ce6da3ceeb0814cb9b52a7e396&

Suggestion: Check that your system prompt explicitly instructs the assistant to use the

knowledge-search

tool for version-related queries. For example, update your system prompt to:

json
{
  "role": "system",
  "content": "When users ask about software versions or release notes, always use the 'knowledge-search' tool to search the knowledge base before responding."
}

This ensures the assistant reliably calls the tool for version information. [See documentation for prompt examples](https://docs.vapi.ai/knowledge-base/using-query-tool) Source: - [Using the Query Tool for Knowledge Bases](https://docs.vapi.ai/knowledge-base/using-query-tool)

This the csv file that i have uploaded in vapi https://cdn.discordapp.com/attachments/1418523922046914664/1418529109889257492/Screenshot_from_2025-09-19_14-47-56.png?ex=68ce73ae&is=68cd222e&hm=f3c4959c5ddae05178e4a8e16d07a7c3e3209e094fd985348d15d92d508491a0&

Usually we suggest using only plain-text files (.txt) and text-searchable PDFs for knowledge base files since those yield the most consistent and accurate results, however if this file is working for you in phone calls it should be fine. Please note that knowledge bases in chat and widget are being worked on and there is currently no ETA on a fix release.

I'm also facing same issue

We recommend not using knowledge bases with chat at the moment

Is this still the case?

Yes. You can configure a workaround of using an external workflow similar to [make.com](http://make.com) and using the API request tool to fetch query results, granted you have a knowledge base server.