Building a Course from Knowledge

Accessible to: Trainers, Workspace Owners, Admins

Once your policies and procedures live in Knowledge, Aimee can build a course from them - grounded in what your organisation actually knows, with every factual slide linked back to the document it came from - and then keep that course in step with the source as it changes.

This page walks through the whole journey using one example: turning an Incident Escalation SOP into a course. The same steps apply to any policy, handbook or procedure.

This builds on Knowledge and its connectors

The steps below assume the Knowledge Base is switched on and, ideally, that the source document is kept current by a connector. See Knowledge for enabling it and connecting SharePoint, Confluence or Google Drive.

1. Connect the source and keep it synced

Your SOP already lives somewhere - a SharePoint library, a Confluence space or a Google Drive folder. Rather than uploading a copy, connect that location once on the Connectors tab of Knowledge:

• Scope the connector to the specific folder or space that holds the SOP.
• Run Preview to see exactly what will be brought in before anything is indexed.
• Leave the connector on. From then on Aimee re-syncs on a schedule, so when the SOP is edited at source the updated version flows into Knowledge on its own - you never re-upload.

Confirm it landed on the Sources tab (status Indexed), and check it with the Search box.

Connect the source, don't upload a copy

A connected document is kept current and can be tracked for changes. A file you upload by hand, or attach in the wizard, is a one-off snapshot. For any document a course depends on, prefer the connector.

Only sync broadly-readable material

Everything a connector brings in is visible to the whole workspace. Keep restricted HR, legal or personal files out of Knowledge.

2. Generate the course from the SOP

The quickest route: start from the document

On the Knowledge page, find the document you want to teach and choose Create a course from this. Aimee opens the course wizard already pointed at that one file, with grounding switched on and Strict mode selected. You can change any of it before generating.

This is the right starting point when you have one document in mind - an SOP, a policy, a handbook - and want the course to cover it properly.

Use the whole document

When a single document is selected, you can tick Ground on all of this document, in its own order. Aimee then reads the document from beginning to end rather than searching it for passages that match your brief.

Use it when the document is the course:

• Nothing is skipped. Every section reaches the course, not just the parts that happened to match your description.
• The order survives. For a procedure, step 2 stays before step 7 - which matters when the sequence is the point.

Leave it off when you want a course on a narrow topic that a large document only partly covers. Aimee will then search the document and use the most relevant parts, which is the better fit for pulling one topic out of a big handbook.

You can also tick Follow the document's own sections, which turns each section of the document into a course module, in the same order. Leave it off to let Aimee reorganise the material for teaching - grouping the concepts first and the procedure after, for example. Either way you review and edit the proposed outline before any slides are written.

Very large documents

A document beyond roughly 150 pages is too big to send whole. Aimee falls back to searching it and tells you so in the generation report, so you always know which way the course was built.

Starting from the wizard instead

You can also create a new course with Generate with AI (see Courses) and point Aimee at your Knowledge from there:

1. Choose to ground the course on Knowledge and give a short brief - for example, "Incident escalation for first-line support engineers." Aimee retrieves the passages most relevant to that brief from your library - the SOP and anything related to it - rather than working from general knowledge.
2. Optionally narrow the sources to specific documents, such as just the Escalation SOP, so the course doesn't draw in unrelated material. Narrowing to exactly one document unlocks the whole-document options described above.

3. Pick a grounding mode:

   • Strict - Aimee only states things it can trace to a document in your Knowledge. Nothing is asserted that isn't in your material. Use this for compliance and regulated topics.
   • Assisted - Aimee grounds on your documents but may add connective explanation to make the course flow.
   • Open - your documents guide the course, but Aimee is free to add general background.

3. Review with citations, not by re-reading

When generation finishes, the course comes back grounded and cited:

• Every factual slide shows where it came from. In the editor, a citations rail lets you hover a bullet to see the exact source paragraph and click through to the document.
• The generation report includes a coverage view: which parts of the SOP informed which module, and which material went unused.
• It also shows a gaps panel - anything the outline expected but your Knowledge doesn't cover. For example: "The outline asked for a manager-notification step, but nothing in your Knowledge describes it." That is your cue to fix the SOP or fill the gap before publishing.

Because you are checking citations rather than re-reading the whole course, approval is fast - and in Strict mode, every claim on screen is one you can defend in an audit.

4. Publish

Approve and publish the course as normal (see Course Management). The published course keeps a link back to the SOP passages behind it, which is what makes the next step possible.

5. Know when the course goes stale

This is where leaving the connector on pays off. Corporate training goes stale silently: a policy changes, the course teaches the old version for months, and nobody notices until an audit. Because each slide remembers its source, Aimee can tell you:

• When someone edits the Escalation SOP at source, the next sync brings in the new version and the passages the course cited stop being the live ones.
• Once a day Aimee checks every published course against the current knowledge base and lists the ones whose citations no longer resolve.
• Those courses appear on Course health in the sidebar, with the affected slide count, which documents changed underneath them, and why. From there you open the course and review the affected slides against their citations.
• If a change does not affect what the course teaches, dismiss it and it leaves the list.

See Course health for the full detail. It is off until an owner enables it in Workspace Settings > Features, and it needs grounded generation switched on - a course with no citations has nothing to track.

Which documents to keep synced

Sync the documents a course is built from, plus everything that could later change what it should say. For the escalation example:

Keep synced	Why
The Incident Escalation SOP itself	The primary source the course is grounded on and tracked against for changes
Related policies (on-call, severity definitions, SLAs)	Retrieved alongside the SOP so the course stays internally consistent
Work instructions and runbooks the SOP references	Fills the gaps the outline would otherwise flag
Contact and escalation-path reference pages	The detail most likely to change - worth tracking
An org-wide glossary or definitions page	Keeps terminology consistent across every generated course

Two rules of thumb:

• Scope tightly. Connect the specific folder or space, not an entire drive, so retrieval stays relevant.
• Broadly-readable only. Connected content is visible to everyone in the workspace - keep sensitive material out.

How course creation uses the synced documents

• Retrieval, not summarising. Generation pulls the passages relevant to your brief from the whole library, rather than reading a fixed set of files once.
• Or one document, end to end. When you point at a single file and ask for the whole of it, Aimee reads it in its own order instead of searching it - the right choice when the document itself is what the course must teach.
• A grounded outline. The modules Aimee proposes are drawn from real documents, and it tells you which document informed which module.
• Cited slides. Each factual slide records the source paragraph and page, so review is a citation check rather than a re-read.
• Strict mode means no invention. In Strict grounding, Aimee refuses to state anything it cannot cite from your Knowledge.
• Gaps surface the missing knowledge. Where your documents don't cover something the course needs, Aimee tells you instead of guessing.
• A living link. After publishing, the course stays connected to its sources, so an edit to the SOP becomes an update proposal rather than silent staleness.