Collections organize knowledge sources by theme, workflow, or audience—so your system only references what’s relevant.They help you scope AI retrieval, manage access, and keep content organized across teams and use cases. Collections are not always required, but they’re essential when you need structure, separation, or control.<hr><h2>When to Use (and Not Use) Collections</h2><h3>Use a Collection when:</h3><ul class="accent-bullets"><li>You want to limit retrieval to a specific topic or knowledge domain</li><li>A workflow or agent should only access a defined set of documents or records</li><li>You’re managing multiple sources that belong to one process, team, or audience</li><li>You need to track which workflows depend on which sources</li></ul>Examples:<ul class="accent-bullets"><li>Grouping SOPs and policies for HR or compliance workflows</li><li>Creating a collection of onboarding guides, templates, and customer FAQs</li><li>Organizing financial data for budgeting, forecasting, or spend approvals</li></ul><h3>You may not need a Collection when:</h3><ul class="accent-bullets"><li>You’re working with just one or two general-purpose sources</li><li>The content is referenced across multiple workflows or dashboards</li><li>You’re testing or uploading content for a short-term use case</li></ul>In those cases, simply uploading sources directly (without assigning them to a collection) is often faster and more appropriate.<hr><h2>What Collections Can Contain</h2>Collections can include a mix of structured and unstructured sources:<table style="min-width: 50px"><colgroup><col style="min-width: 25px"><col style="min-width: 25px"></colgroup><tbody><tr><th colspan="1" rowspan="1">Type</th><th colspan="1" rowspan="1">Examples</th></tr><tr><td colspan="1" rowspan="1">Documents</td><td colspan="1" rowspan="1">PDFs, Word files, Excel spreadsheets, plain text</td></tr><tr><td colspan="1" rowspan="1">Database Tables</td><td colspan="1" rowspan="1">Salesforce exports, HubSpot records, internal spreadsheets, CSVs</td></tr><tr><td colspan="1" rowspan="1">Connected Apps</td><td colspan="1" rowspan="1">Google Drive folders, Notion pages, Airtable bases, GitHub repos</td></tr></tbody></table>Collections are flexible. You can combine these source types into a single, unified workspace depending on your retrieval needs.<hr><h2>Example Collection Use Cases</h2><table style="min-width: 75px"><colgroup><col style="min-width: 25px"><col style="min-width: 25px"><col style="min-width: 25px"></colgroup><tbody><tr><th colspan="1" rowspan="1">Collection Name</th><th colspan="1" rowspan="1">Purpose</th><th colspan="1" rowspan="1">Sample Sources</th></tr><tr><td colspan="1" rowspan="1">Customer Resources</td><td colspan="1" rowspan="1">Central hub for support and onboarding docs</td><td colspan="1" rowspan="1">Help docs, email templates, CRM exports</td></tr><tr><td colspan="1" rowspan="1">Sales Analytics</td><td colspan="1" rowspan="1">Revenue performance and forecasting data</td><td colspan="1" rowspan="1">Excel dashboards, Salesforce reports, pipeline tables</td></tr><tr><td colspan="1" rowspan="1">Technical Docs</td><td colspan="1" rowspan="1">Developer references and API documentation</td><td colspan="1" rowspan="1">GitHub repos, integration guides, system architecture</td></tr><tr><td colspan="1" rowspan="1">Product Library</td><td colspan="1" rowspan="1">Product specs and documentation</td><td colspan="1" rowspan="1">Feature PDFs, inventory sheets, product release notes</td></tr></tbody></table><hr><h2>How to Create a Collection</h2><ol class="steps-list"><li>Click “Create Collection” Found in the top header of the Knowledge Base interface.</li><li>Name and Describe Use a clear, descriptive title and short explanation (e.g. “Vendor SOPs – 2024”).</li><li>Add Sources Upload files, connect data apps, or import spreadsheets to populate the collection.</li></ol><hr><h2>What You’ll See in the Interface</h2>Each collection appears as a card showing:<ul class="accent-bullets"><li>Collection name and short description</li><li>Item count (number of sources inside)</li><li>Last updated and creation date</li><li>Source type icons (document, table, link)</li><li>Workflow usage count – showing how many automations reference the collection</li></ul>Click into any collection to browse or manage its contents.<hr><h2>Best Practices</h2><h3>Organize Clearly</h3><ul class="accent-bullets"><li>Group by function, team, or workflow</li><li>Use descriptive titles (e.g. “Q2 Legal Policies – AU”)</li><li>Keep a narrow scope per collection to avoid retrieval noise</li></ul><h3>Maintain Proactively</h3><ul class="accent-bullets"><li>Review and clean up collections quarterly</li><li>Remove or archive outdated sources</li><li>Keep descriptions accurate and up to date</li><li>Monitor dependencies across linked workflows or dashboards</li></ul>

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