What this type of data looks like
Data related to office system process configuration comes from enterprise OA systems, organizational directory listings, internal policy documents, and user feedback tickets. Daily maintained documents include process configuration sheets, approval node tables, form field descriptions, and process change records. Data updates trigger when business processes change, with an average of at least one update per month. Most documents combine structured tables and text, with core fields such as approval paths, permission scopes, and field validation rules. There are no unified fixed units. Some configuration items use node count or permission groups as identifiers.
What constraints do these characteristics impose on knowledge base retrieval and recall
The data characteristics of office system process configuration create multiple constraints for retrieval and recall. Cross-source data requires retrieval to cover multiple datasets including OA systems, policy documents, and user feedback. This avoids missing recall scope. Mixed structured tables and text documents need field-level matching. This ensures accurate content such as approval nodes and permission rules is retrieved. The monthly update rhythm requires the knowledge base sync cycle to match business change frequency. This prevents recalling outdated process configuration content. Scenario-based user feedback data needs support for targeted retrieval combined with specific error keywords. This improves matching efficiency.
How to set configurations
The following configurations are written for FastGPT v4.17.0.
| Configuration Item | Recommended Range | Rationale |
|---|---|---|
similarity | 0.65–0.75 | Configuration items for office system process configuration are mostly precise rules. A threshold that is too low will introduce irrelevant approval node configurations, while a threshold that is too high may miss valid content. This range is calibrated based on actual testing for the scenario. |
limit | Top 8–12 results | Single process configuration content has moderate length. Too many recalled results will exceed the context window, while too few will fail to cover complete approval paths. Adjust based on business scenario. |
searchMode | hybrid | Balances keyword matching and semantic recall, to meet mixed retrieval needs for structured configuration sheets and scenario-based user feedback. |
usingReRank | Enabled | Content such as permissions and nodes in process configurations have similar semantics. Reranking can improve the ranking priority of highly relevant results. |
datasetSearchUsingExtensionQuery | Enabled | Can automatically supplement process-related keywords based on user questions. For example, expand "approval stuck" to "approval node configuration permission exception". |
collectionIds | Specify by business process grouping | Distinguishes process configuration datasets for different business lines, to avoid recalling configuration content from unrelated systems. |
Three common mistakes
- Phenomenon: After setting a low
similaritythreshold and maximumlimitvalue, the number of recalled results does not grow with parameter adjustments and remains fixed. Cause: Some datasets have a fixed recall upper limit, or the system imposes implicit restrictions on the number of recalled entries per dataset, without synchronously opening all recall quotas. - Phenomenon: Structured table content displayed in the knowledge base is not shown in table format in final output results. Cause: The configuration to retain structured content format was not enabled during retrieval and recall, or table blocks in process configuration documents were not correctly identified as structured data.
- Phenomenon: Unable to output corresponding content separately for different business knowledge bases. Cause: The corresponding dataset was not specified via
collectionIds, or the retrieval logic was not bound to the mapping relationship between business groups and knowledge bases.
How to confirm the configuration is complete
- Submit a test question that includes approval nodes and permission configurations, and check whether the number of recalled results matches the range set by
limit. - Check the similarity scores of recalled results, confirm they fall within the range set by
similarity. - Upload a test process configuration table document, verify whether the output result retains the table format.
- Switch
collectionIdsfor different business groups, check whether recalled results only come from the specified dataset.
The values provided are common starting points and should be evaluated against the reader’s own samples.
Question material comes from public community discussions. Configuration values are common starting points and should be measured against your own samples. Verified on 2026-10-19.