Consolidate knowledge documents

When the same business concepts are described across several uploaded documents (two glossaries from different teams, three requirement documents from successive workshops), the AI has to reconcile them on every run. Consolidating merges the documents you choose into one canonical version, and nothing changes until you have reviewed and accepted the merge.

Consolidate documents

1. Go to Knowledge and select two or more documents in the grid.
2. Click Consolidate in the selection bar. (The button enables once two or more documents are selected; only documents in Ready status that are not archived can be consolidated.)
3. A dialog opens where you choose how the consolidated document will be classified. If every selected document shares the same type and scope, those values come pre-filled in the dialog; you can accept them or change them. Once you confirm, DeltaVault’s AI merges the full content of the selected documents into one draft and opens the review screen while it works.

Mixed types or scopes

If your selection spans document types or scopes (say, an organization-wide glossary and a project’s domain notes), the dialog opens with no type or scope pre-filled. Pick the type and the scope (organization, or a specific project), then the merge runs as usual. You are reclassifying the result, not the sources; the sources keep their classification.

Reclassify and optimise for business categories

Clicking Consolidate always opens the classification dialog before the merge runs.

• Type: choose the document type for the merged result (glossary, business requirements, or domain knowledge), or choose Let AI decide to let the AI classify the merged document. When you choose Let AI decide, the AI reads the merged content and picks the type, showing its choice with a confidence figure you can overrule.
• Scope: pick organization-wide, or limit to one project.
• Optimise for business categories: when your organization has defined a custom business-category set via Define your categories, this toggle becomes available. Turn it on to produce a second draft alongside the merged document: a glossary whose terms are grouped under your organization’s business-category lanes. Both drafts, the merged document and the category-aligned glossary, appear on the same review screen for you to inspect, edit, and accept or reject independently.
• Extended consolidation: turn this on to have several artificial intelligence vendors each propose the merge, with a judge model combining their proposals into one result. Off by default, and covered in Extended consolidation below.

If you have not yet defined your business categories, the Optimise for business categories toggle is disabled and shows a hint pointing you to Define your categories.

Proposed business entities

When Optimise for business categories is on, consolidation also proposes new business entities found in the merged content. Each proposed entity is grouped under one of your business-category lanes. The proposals appear on the same review screen alongside the merged document and the category-aligned glossary: you can accept or reject each one individually, then apply the ones you want, which adds them to your business model.

Applying proposed entities requires a feature branch. If you are on the main branch when you click Apply, you are prompted to switch to a feature branch first.

Optimise for business categories

The dialog includes an Optimise for business categories toggle. Turn it on and DeltaVault, alongside the merged document, also drafts a glossary organised by your business categories.

This works without any setup: optimisation aligns to the built-in Ensemble Logical categories by default. To tailor the result to your own organisation, define a custom category set first (open Settings and go to Conventions). The toggle then aligns to that set, and the helper text shows its name.

Optimisation is off by default. When it is on, the proposed glossary appears on the review screen next to the merged document, and nothing is saved until you accept.

Extended consolidation

One model merging a dozen documents makes one set of judgment calls about what is worth keeping. Turn on Extended consolidation and DeltaVault asks several artificial intelligence vendors for the same merge, then has a judge model combine their proposals into a single result. A definition only one vendor thought worth keeping survives into the merged document instead of being dropped.

Reach for it when the merge is large or the result will be authoritative: a glossary the whole organization reads, three workshop requirement documents nobody wants to open again. It runs several proposals plus a judge instead of one call, so it costs more credits and takes longer. It is off by default and resets to off each time the dialog opens, which makes it a per-run decision rather than a setting you leave on.

Only the merge itself fans out. The explanation of what overlapped, the category-aligned glossary, and the proposed business entities are still drafted once, from the merged result.

Which vendors answered

An extended run adds a Vendors in this merge panel to the review screen, beside the merged result. Each vendor is listed with the part it played and how it finished:

• Proposed marks a vendor that drafted its own version of the merge. Merged the proposals marks the judge.
• Answered means the vendor returned a proposal and it went into the merge.
• Failed means the call did not come back, with the reason underneath.
• Did not run means your organization had already reached the number of model calls it can have in flight at once, so the merge went ahead without that vendor.

A merge needs one vendor to answer, not all of them. A busy queue or a vendor outage makes the result thinner, never broken, and if the judge itself fails the merge falls back to the first complete proposal it received. A standard merge shows no panel.

When no vendor lineup is enabled

Extended consolidation runs on a vendor lineup a platform administrator enables. Until one is enabled, turning the toggle on is harmless: the merge runs as a standard single-model consolidation, costs what a standard merge costs, and the review screen shows no vendors panel. Nothing fails, and nothing you selected is lost.

Review before anything is saved

The review screen shows:

• Why this was merged: the AI’s explanation of what overlapped, what was kept verbatim, and what was dropped.
• The merged result, rendered as the document it will become. Use Edit to switch to the raw text and adjust it before accepting.
• The source documents that were merged, listed by file name under “Sources merged”.
• Editable name and document type, plus the body via the Edit toggle.

To refine the merged result with AI, choose Edit with AI. A dialog opens where you describe the change you want in plain language, for example “tighten the summary” or “merge the two account sections”. The AI rewrites the body, you review the change, and applying it replaces the proposed body. Nothing reaches your knowledge library until you accept, so you can refine as many times as you like first.

Choose Accept to create the consolidated document, or Reject to discard the proposal. Nothing changes in your knowledge library until you accept.

Replace or keep the originals

Next to Accept there is an Archive source documents checkbox, checked by default:

• Checked (default): the source documents are archived when the merge is accepted. Archived documents stop feeding AI context but remain recoverable: tick the Archived filter on the Knowledge Base page and unarchive any of them.
• Unchecked: the sources stay active alongside the new consolidated document. Use this when the originals must remain authoritative records.

Either way, the consolidated document records which documents it was merged from: you can see them on its detail page under Consolidated from.