Today’s business world is incredibly fast-paced, machine-driven, and competitive. Companies and businesses seek ways to stand out from the crowd, conquer the competition, and become the best in their fields, and that’s precisely where AI-powered knowledge bases and management systems can be beneficial.
These systems are powered by artificial intelligence, or AI for short, and utilize the latest and most incredible technological advancements that powerful algorithms, neural nets, and machine learning have brought to the world. Such systems allow users to streamline their business processes, increase efficiency and productivity, and improve the overall functioning of a company.
In this guide, we’ll discuss the top twelve AI-backed knowledge management platforms and dive deeper into what they are, how they work, what benefits these cloud-based knowledge platforms offer, and how much they cost.
What is an AI knowledge management system?
An AI knowledge management system is a tool that utilizes AI to analyze, interpret, and extract data from large data sets. Then, it organizes and distributes that knowledge within a business.
These AI-powered knowledge management systems can understand and interpret data independently and store it in a knowledge management system, constantly adding new information and making current information accessible and shareable for all company employees.
How do knowledge based systems in AI work?
Compared to older knowledge management systems, AI-based ones don’t rely on constant input and categorizing. Instead, they utilize various algorithms and rely on neural networks, machine learning, deep learning, and language processing models to do the work independently.
In essence, these aspects of AI-based knowledge management systems let them use various sources, which include emails, documents, wikis, other internal databases, events of customer interactions, etc., to expand and enrich their existing knowledge management system.
After the AI ingests massive amounts of data from a company from the abovementioned sources, it starts extracting, analyzing, processing, and categorizing that data. Doing that allows it to create a well-structured and intuitive knowledge base that users can access efficiently and effortlessly.
Key features of effective AI knowledge base
Not all AI knowledge bases are worth your time. That’s why finding the best AI solution for your business needs can be challenging. However, finding a practical AI system will be a piece of cake once you learn which key features to look for. So, what should you look for, then?
NLP capabilities – NLP stands for natural language processing, which we’ve mentioned above. It’s a vital component of any excellent AI system, as it’ll allow users to interact with the system and efficiently find whatever they’re looking for.
In essence, NLP helps AI understand humans. That makes AI capable of providing a solution. For example, if a user asks a question using natural language during a customer support scenario.
Efficient management – we’re migrating towards a knowledge based systems in AI because of their management capabilities and speed. A practical AI system must have fast content management and structuring abilities.
For example, such a system can quickly process large data sets, including papers, technical documents, patents, etc., during a company’s R&D phase.
Advanced search – AI systems need efficient search algorithms that can quickly find and retrieve whatever the user’s looking for. That involves figuring out what the user wants, understanding synonyms, and providing relevant knowledge.
A law firm with an AI-powered knowledge system can quickly find legal precedents and other related documents, making understanding more about a specific subject effortless.
Hierarchical structure – effective knowledge management systems must understand knowledge graphs and taxonomic categories to represent terms efficiently and connect various concepts.
For example, users can utilize knowledge graphs to learn more about a specific topic and find and understand all relevant content and concepts connected to that topic.
Tagging and classification – an excellent AI system should be able to classify and tag relevant data depending on its characteristics or the topics it is related to. That improves organizational knowledge, creating an efficient and fast system.
Knowledge hubs – these systems are supposed to extract hundreds of terabytes of company data and background knowledge and use it in various other situations, meaning they’re also should be able to applicate knowledge and generate new knowledge based on that data.
An AI-based knowledge management system should allow users to extract data from various sources and generate insights into current market trends and competitors.
Recommendations – AI-based solutions should be helpful even when they can’t solve your issue. They should be able to give you contextual recommendations and suggest other solutions, and the suggestions you receive should be based on you as the user.
Suppose you’re using an AI knowledge base for the sales department. In that case, the system should be able to recommend various sales techniques or suggest a sales tactic based on the salesperson’s previous interactions with the system.
Analytics tools – these systems are knowledge-based software applications, and such systems should be able to track trends and patterns in knowledge usage and use those patterns to fill existing knowledge gaps, providing valuable insights and analytics.
For example, these systems can be used in healthcare settings to track and analyze various drug aspects, how they interact with patients, and what treatments work most effectively.
Virtual assistance – chatbots and virtual assistants can make knowledge management tools more interactive while understanding user needs and giving relevant answers to customer queries or resolving customer issues, making your customer community delighted with your business’s knowledge hub.
These are particularly useful for customer support activities, where a cloud-based knowledge management application with an AI-powered search can access an internal knowledge base and resolve possible issues through an intelligent assistant.
Continuous improvement – machine learning is a subfield of AI, and effective AI systems use these machine learning algorithms to improve constantly. The more you use the system, the better and faster it should get.
For example, if a research and development team uses an AI system, that system should be able to adapt to constant data feeding and provide better results with time.
How to choose the best AI knowledge management system
Whatever the size of your business or company, using AI tools for knowledge management can bring incredible benefits, but choosing the right tool for your needs can be complicated and challenging. Investigating each system will also require a lot of time and effort.
However, utilizing these essential strategies will be much easier to select an AI system. Here’s what you should consider on top of the abovementioned vital factors:
🧑💻Company’s needs – consider what features your business needs and what you want from a collaborative knowledge management framework.
The user experience – the potential role of humans and human intelligence is still high, and that’s why they must find the appearance of the third-party tool appealing, as it’s not only a knowledge hub but also an AI project management tool on which they’ll spend hours.
🧩Integration features – the knowledge and content collaboration software often offers various collaboration tools, but that’s not enough, and you need a tool that will integrate well with other services and tools your company uses.
🔒Security – since this digital knowledge analytic hub will handle all your company’s and employees’ data, it has to be appropriately secure and private so you can trust it with your data.
💰The price – although features should come first, the price is also vital, and any company would undoubtedly choose a service with affordable pricing plans instead of the one with features they have no use for.
Benefits of using AI-based knowledge management system
Once you find the right tool for your business needs, you gain access to various benefits of AI-powered tools, which include the following:
⬆️ Efficiency and productivity – as AI systems are much faster than traditional knowledge management systems, they can significantly impact your employees’ business processes because of their incredible capabilities for processing data.
🤝Collaborative intelligence – these tools are filled with advanced features that take team collaboration to the next level.
❓Explicit knowledge – AI-based systems are filled with knowledge and understand users and human language, allowing the system to give accurate answers.
🌍 Customer relationship management – such systems increase the overall customer experience by allowing customers to converse with virtual assistants. These conversations don’t have to be a part of the English language, as these AI bots are multilingual and can translate in real time.
🖥️ Advanced features – compared to non-AI tools, AI ones bring fantastic class features from which you can often choose and pay only for those you use.
Cost of AI knowledge base systems
AI knowledge base systems will likely be more expensive than traditional knowledge management systems, but they provide incredible features worth the price. These tools often come with different price plans where you pay per user per month, and you can also choose and only use the necessary collaborative features.
Top 12 providers of useful AI knowledge management software
Now that we know everything about AI tools for knowledge management, we can finally dive deeper into the best tools to increase your company’s efficiency, productivity, and profit. Without further ado, here are the top twelve AI knowledge management systems of 2024.
Ayanza is an incredible project management platform with AI-powered newsfeeds, chats, projects, and knowledge hubs for clean user experience, effective team communication, and healthy teams.
📚 AI knowledge management in Ayanza
The platform lets you create large knowledge hubs to increase team collaboration and mutual understanding of goals. You will be able to set self-organizing teams environment within the company.
The platform can be used to create your web and publish curated helpful content directly from Ayanza. This can help you with customer requests and questions, same as your colleagues with sharing internal learnings.
You also get a wide range of client collaboration tools to help you centralize all customer conversations and keep them in one, easily accessible and always available place.
Ayanza provides access to an extensive content calendar template library to help you organize and manage your social media marketing efforts while saving time, effort, and resources.
The AI writer can be helpful in this scenario as well, as you can use it to create knowledge base entries and build your knowledge base from the ground up. Each knowledge base has a multitude of entries that need to be written. You can use the AI writer to write these entries using carefully prepared AI prompt ideas that you can find using Ayanza.
Ayanza's price is $6 monthly per active user, but the first 200 documents and tasks are free or up to 5 members in the organization.
With a focus on providing the right knowledge article to the right user, Starmind connects the user and the knowledge hub, constantly analyzing those interactions and improving itself.
📚 AI knowledge management in Starmind
The platform lets users learn by connecting terms and concepts and allowing users to ask questions in specific categories, and notifying colleagues with knowledge in those aspects.
Starmind offers three pricing plans, and the cheapest plan starts at $6 per user per month, with a minimum of 500 team account users, while the enterprise plan has custom pricing.
Using research and AI, Lucy is a knowledge platform that heavily relies on machine learning and becomes better the more you use it. It’s constantly optimizing internal employee connections and improving actions in relation to user searches.
📚 AI knowledge management in Lucy
Behind the scenes, Lucy’s AI system simplifies research, grows with your company, and optimizes internal structures and tasks by creating a platform focusing on collaboration among employees.
Lucy comes in flexible price plans tailored to your company’s needs.
Capacity is an AI-based knowledge base focusing on organizing documentation storage. Its dynamic file management and effortless file-sharing capabilities can take your company’s organizational skills to the next level.
📚 AI knowledge management in Capacity
Capacity’s automated question generator gives you hundreds of variations, providing you with various similar forms of questions and answers to those questions in seconds.
It has two standard plans, Growth and Professional, and a custom Enterprise plan. The standard plans range from $49 to $99 per user and month.
Document360 is a knowledge management system to improve team communication by speeding it up. The platform serves as a knowledge hub for efficient and quick information sharing.
📚 AI knowledge management in Document360
Inside the Document 60 platform, AI is critical in simplifying knowledge discovery, helping employees create content, providing rich analytics, enhancing internal employee collaboration, and improving learning.
The platform offers five different pricing plans with a two-week free trial. The plans are billed per project per month, starting at $0 for two users, and go up to the Enterprise plan at $599 per month.
Docsie is a platform that’s all about documentation organization, and it is full of features that can help users create, organize, and manage docs. Various categorization options fill the platform, creating a capable and flexible knowledge management system.
📚 AI knowledge management in Docsie
The platform features a predictive AI that’s constantly helping you write and giving you suggestions to enhance your document’s quality. The more you use it, the better the recommendations and the more manageable the workflow.
Docsie offers five price plans starting at $0 for a Startup option for up to three users and going up to Business for 25 accounts at $249 per month. There’s also a custom Organization plan option.
The OneBar knowledge management system is all about making document searches effortless. The platform can pull any search-related info, finding what you’re looking for from sources you can adjust.
📚 AI knowledge management in OneBar
OneBar’s AI can be found in the platform’s search bar, and it helps users find what they’re looking for by introducing semantic search. It also features various IT service improvements.
OneBar’s plans come in four different options, including Indie for three users at $0, through Startup at $200 per month, and going to Growth at $400 per month. There’s also a custom Enterprise plan.
eGain’s Knowledge Hub focuses on customer service and contact center agents, significantly increasing customer satisfaction. Content management systems, quick searches, analytics, and AI are all part of eGain’s universe.
📚 AI knowledge management in eGain
AI exists throughout eGain’s platform, helping users make better decisions by giving them insight, guiding their processes like typing, and answering customer questions through virtual assistants.
eGain’s Knowledge Hub prices are not publicly available, and you’ll have to get a custom pricing plan depending on your company’s size and needs.
With a focus on user-friendliness and excellent customer experience, the Genesys knowledge management platform collects real-time feedback, constantly improving the knowledge base. It also analyzes and categorizes various customer data.
📚 AI knowledge management in Genesys
The platform gives users access to semantic search, which works based on natural language processing models, increasing understanding between users and machines and speeding up answers.
Genesys comes in three pricing plans, two of which can be further customized with services your company might need.
Based on collaboration and knowledge-sharing, Slite is a tool that focuses on teamwork and workspace organization. It helps companies gather, analyze, and organize all their documents into a single place where users will effortlessly access them.
📚 AI knowledge management in Slite
Inside Slite, AI powers a high-speed search bar, making all your documents much easier to find. Sharing is also more accessible than ever with AI and channels.
Slite charges you per user per month and comes in three different packages, ranging from free to $12.50 per user.
With a focus on breaking down complex issues into more minor constituents and turning these complex into interactive workflows, Knowmax is a powerful AI-based knowledge management platform.
📚 AI knowledge management in Knowmax
Workmax’s AI is all about letting customers help themselves, and it achieves this by empowering customers and allowing them access to knowledge hubs through a virtual assistant. It also features an AI-powered Google-like search.
Knowmax’s pricing isn’t available publicly. Depending on your company’s needs, you must schedule a Demo and get a custom plan.
Workai is a drag-and-drop content management system with powerful and efficient knowledge management tools. It has an incredibly intuitive user interface and makes all your company’s intelligence and knowledge much easier to find.
📚 AI knowledge management in Workai
AI-based algorithms provide personalized search results and give users great analytics to help them make better business decisions.
Workai also requires getting a demo and custom pricing according to your company’s size, as public pricing isn’t available.
Infinite knowledge on hand with AI knowledge management
AI-based knowledge management systems are undoubtedly the future of conducting business. They improve internal employee communication, increase productivity and efficiency, provide users with lightning-fast knowledge articles, connect various terms and concepts, and improve customer experience with powerful virtual assistants and chatbots.
Team collaboration can go through the roof as long as there’s a mutual understanding of tasks and goals, which many knowledge management systems provide.
Picking the right system can be challenging, but we’ve provided you with a list of crucial aspects to look after and the benefits each provides. After going over the list of the top twelve knowledge management platforms, hopefully, you will have an easier time making the right choice.
What types of information can be stored in an AI knowledge management system?
AI knowledge management systems can store all sorts of data, including text documents, multimedia, interactions with customers, virtual assistants and chatbot data and conversations, employee profiles, training materials, team discussions, shared files, self-service knowledge bases, copyrights, patents, etc.
Is it possible to customize the user interface of the AI knowledge base?
Many AI knowledge databases and management tools will let companies and users customize most user interface elements, including the layout, dashboards, widgets, access, permissions, etc. There are also white-label systems, which serve as customizable templates and will let you create your type of knowledge management AI tools with your branding, but based on an existing product.
Can AI knowledge management software support multiple languages?
Absolutely. Since AI knowledge management software uses powerful algorithms, it can automatically detect the language you’re using and instantly switch to it instantaneously. Moreover, most AI systems use multilingual user interfaces and language-specific processing models, often allowing users to search for data in their native tongue.
What is the role of machine learning in the AI-powered knowledge base?
Machine learning is a subfield of artificial intelligence. It plays a significant role in AI systems, allowing them to learn on gigantic data sets and apply that knowledge in new situations without being programmed. That includes natural language processing, data classification, summarization, search algorithms, analysis, continuous learning, etc.
What are the use cases for AI-based knowledge management systems?
Knowledge based systems in AI have many use cases, including the healthcare and medical industry, HR teams, customer service, IT service management, research and development teams, customer support software, self-service solutions, employee training, sales and marketing teams, collaboration features between various groups, etc.
💡 Get inspired on how to secure proper AI tools for use cases other than just knowledge management