Core Concepts
Data Retrieval Methods
Understanding the differences between knowledge base retrieval and MCP tools
Data Retrieval Methods
IllumiChat provides two different ways for your AI assistant to access information: Knowledge Base Retrieval and MCP (Model Context Protocol) Tools. Understanding the differences between these methods is crucial for choosing the right approach for your use case.Knowledge Base Retrieval
How It Works
Knowledge base retrieval allows your assistant to access information you’ve uploaded and organized:- Uploaded Content: Documents, text files, web content you’ve crawled
- Stored Information: All content is processed and stored in your knowledge base
- Context Search: Assistant searches through your knowledge base to find relevant information
- Response Generation: Uses found information to generate helpful responses
Access and Privacy
Important: Knowledge base content is accessible to anyone who has access to your assistant or chat embed.
Public Accessibility
- Chat Widget: Anyone using your embedded chat can access knowledge base content
- Public Sharing: If you share your assistant publicly, all users can access the knowledge base
- Team Access: If you share with team members, they can access all knowledge base content
Use Cases
Knowledge bases are ideal for:- Public Information: Product documentation, FAQs, help articles
- Team Knowledge: Company policies, procedures, shared resources
- Customer Support: Information you want customers to access
- Public Assistants: Content you’re comfortable sharing with everyone
Customer Support Assistant: Upload product manuals, FAQs, and troubleshooting guides. Customers can ask questions and get answers based on this public information.
MCP (Model Context Protocol) Tools
How It Works
MCP tools provide real-time access to external systems and data sources:- Live Connections: Direct connection to your Jira, HubSpot, or other systems
- Real-Time Data: Access current, up-to-date information from your tools
- User-Specific: Connections are tied to your account and credentials
- Dynamic Queries: Assistant can query your systems in real-time
Access and Privacy
Secure: MCP tools are assistant and user-specific. Only you can access your connected accounts.
Private Access
- Personal Use: MCP connections are for your personal workspace use
- Account-Specific: Your HubSpot/Jira credentials are not shared with others
- Workspace Only: Primarily used in the private workspace environment
- No Public Access: Other users cannot access your MCP-connected data
Use Cases
MCP tools are ideal for:- Personal Analysis: Querying your own data for insights
- Document Creation: Using your data to generate reports and documents
- Research: Analyzing information from your business systems
- Private Workspace: Personal ChatGPT-like experience with your data
Personal Workspace: Connect your HubSpot account to analyze customer data, create reports, or answer questions about your business metrics without sharing access with others.
Key Differences
| Aspect | Knowledge Base | MCP Tools |
|---|---|---|
| Data Source | Uploaded/stored content | Live external systems |
| Access Control | Public to assistant users | Private to you only |
| Data Freshness | Static (until updated) | Real-time |
| Use Case | Public information sharing | Private data analysis |
| Setup | Upload and organize content | Connect external accounts |
| Sharing | Available to all assistant users | Personal workspace only |
Choosing the Right Method
Use Knowledge Base When:
✅ You want to share information publicly✅ Content is meant for customer/team access
✅ Information is relatively static
✅ You’re comfortable with public accessibility
✅ Building customer-facing assistants
Use MCP Tools When:
✅ You need real-time data from your systems✅ Information is private and personal
✅ You want to analyze your own business data
✅ Working in your private workspace
✅ Creating personal documents and reports
Security Considerations
Knowledge Base Security
- Content Review: Only upload content you’re comfortable sharing publicly
- Access Control: Be mindful of who has access to your assistant
- Regular Updates: Keep content current and accurate
- Sensitive Information: Never upload confidential or private data
MCP Security
- Credential Protection: Your account credentials remain secure
- Private Access: Only you can access your connected systems
- Workspace Only: MCP tools are primarily for personal workspace use
- Account Management: You control which systems to connect
Best Practices
1. Plan Your Data Strategy
- Identify what information should be public vs. private
- Determine which data needs real-time access
- Consider your audience and their needs
2. Organize Knowledge Base Content
- Structure content logically for easy retrieval
- Use clear, descriptive titles and tags
- Regular maintenance and updates
3. Use MCP Tools Strategically
- Connect only the systems you need
- Use for personal analysis and document creation
- Keep credentials secure and up-to-date
4. Monitor and Maintain
- Regularly review knowledge base content
- Update outdated information
- Monitor MCP connection performance