Knowledge collections
Collections group your knowledge documents into named sets.
Collections group your knowledge documents into named sets. They give the AI a higher-level signal about what your knowledge base contains, and they let you organise large document libraries into meaningful topics rather than a flat list.
What a collection is
A collection is a named group of knowledge sources. You create a collection, give it a name and optionally a description, then add documents to it. A document belongs to one collection at a time — or to no collection (which is fine for standalone documents).
Why collections improve AI retrieval
When a session starts, the AI receives a manifest of your tenant's knowledge. This manifest includes document names, their collection names, and their descriptions. The AI reads this before deciding whether to call search_knowledge.
If you have 40 manuals uploaded with no collections, the AI sees a long flat list of document names. It has to scan all of them to decide whether any are relevant.
If those 40 manuals are grouped into collections — "Worcester Bosch Manuals", "Vaillant Manuals", "Internal Safety Procedures" — the AI can quickly identify which collection is likely to contain the answer and search within it. The collection name becomes a discovery signal.
Good collection names describe the topic, not the source or upload date.
| Less useful | More useful |
|---|---|
| Manufacturer Uploads March 2026 | Worcester Bosch Installation Manuals |
| Batch 3 Docs | Gas Safety Procedures |
| PDFs | Vaillant ecoTEC Plus Series |
| Training Materials | LGSR Apprentice Training Guides |
Creating a collection
- Dashboard → Skills & Knowledge → Knowledge tab.
- Click Add and select New Collection.
- Enter a name and an optional description.
- Click Create.
The collection appears in the explorer. You can then add documents to it directly, or move existing documents into it.
Adding documents to a collection
When uploading a new document, you can select a collection at upload time using the collection picker in the upload modal.
For existing documents, open the document's detail view and reassign it to a collection. You can also drag documents between collections in the Knowledge Explorer.
Editing and deleting collections
Open a collection card and click the edit (pencil) icon to rename it or update its description. Changes take effect immediately — the AI's manifest is updated the next time a session starts.
To delete a collection, click the delete (trash) icon. Deleting a collection does not delete the documents inside it. The documents remain in your knowledge base but become uncollected. Reassign them to a new collection at any time.
Folders vs collections
The Knowledge tab uses a folder-and-collection explorer. On the left you have folders (organisational structure you define). In the main area you see collections and individual sources for the selected folder.
You can nest collections inside folders to create a hierarchy:
Manufacturer Manuals/ <- folder
Worcester Bosch/ <- folder
Worcester 30CDi Manuals <- collection
Worcester 4000 Series <- collection
Vaillant/ <- folder
ecoTEC Plus Series <- collection
Folders are a visual organisation tool. Collections are what the AI uses for retrieval signals. Both are useful — folders for your own navigation, collections for AI accuracy.
Best practice
- One collection per product family or topic. A collection called "Worcester Bosch Greenstar CDi Series Manuals" containing all installation, commissioning, and service manuals for that range out-performs a collection called "All Worcester Docs".
- Write a collection description. The description appears in the AI's manifest alongside the name. A one-sentence description gives the AI more signal to route on.
- Keep collections focused. A collection with 50 mixed documents is less useful than five collections of 10 each, grouped by manufacturer or appliance type.
- Review collection names periodically. As your library grows, names that made sense early may need updating. Rename a collection rather than creating a new one — documents assigned to the old name carry over.
Where to next
- How the AI uses knowledge — why these signals matter
- Uploading knowledge — the upload flow