Knowledge topics
Collections group your knowledge documents into named sets.
Topics 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 topic is
A topic is a named group of knowledge sources. You create a topic, give it a name and optionally a description, then add documents to it. A document belongs to one topic at a time — or to no topic (which is fine for standalone documents).
Why topics improve AI retrieval
When a session starts, the AI receives a manifest of your account's knowledge. This manifest includes document names, their topic names, and their descriptions. The AI reads this before deciding whether to call search_knowledge.
If you have 40 manuals uploaded with no topics, 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 topics — "Worcester Bosch Manuals", "Vaillant Manuals", "Internal Safety Procedures" — the AI can quickly identify which topic is likely to contain the answer and search within it. The topic name becomes a discovery signal.
Good topic 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 topic
- Dashboard → Skills & Knowledge → Knowledge tab.
- Click Add and select New Topic.
- Enter a name and an optional description.
- Click Create.
The topic appears in the explorer. You can then add documents to it directly, or move existing documents into it.
Adding documents to a topic
When uploading a new document, you can select a topic at upload time using the topic picker in the upload modal.
For existing documents, open the document's detail view and reassign it to a topic. You can also drag documents between topics in the Knowledge Explorer.
Editing and deleting topics
Open a topic 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 topic, click the delete (trash) icon. Deleting a topic does not delete the documents inside it. The documents remain in your knowledge base but become uncollected. Reassign them to a new topic at any time.
Folders vs topics
The Knowledge tab uses a folder-and-topic explorer. On the left you have folders (organisational structure you define). In the main area you see topics and individual sources for the selected folder.
You can nest topics inside folders to create a hierarchy:
Manufacturer Manuals/ <- folder
Worcester Bosch/ <- folder
Worcester 30CDi Manuals <- topic
Worcester 4000 Series <- topic
Vaillant/ <- folder
ecoTEC Plus Series <- topic
Folders are a visual organisation tool. Topics are what the AI uses for retrieval signals. Both are useful — folders for your own navigation, topics for AI accuracy.
Best practice
- One topic per product family or topic. A topic called "Worcester Bosch Greenstar CDi Series Manuals" containing all installation, commissioning, and service manuals for that range out-performs a topic called "All Worcester Docs".
- Write a topic 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 topics focused. A topic with 50 mixed documents is less useful than five topics of 10 each, grouped by manufacturer or appliance type.
- Review topic names periodically. As your library grows, names that made sense early may need updating. Rename a topic 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