Collections Management

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.

When to Use (and Not Use) Collections

Use a Collection when:

• You want to limit retrieval to a specific topic or knowledge domain

• A workflow or agent should only access a defined set of documents or records

• You’re managing multiple sources that belong to one process, team, or audience

• You need to track which workflows depend on which sources

Examples:

• Grouping SOPs and policies for HR or compliance workflows

• Creating a collection of onboarding guides, templates, and customer FAQs

• Organizing financial data for budgeting, forecasting, or spend approvals

You may not need a Collection when:

• You’re working with just one or two general-purpose sources

• The content is referenced across multiple workflows or dashboards

• You’re testing or uploading content for a short-term use case

In those cases, simply uploading sources directly (without assigning them to a collection) is often faster and more appropriate.

What Collections Can Contain

Collections can include a mix of structured and unstructured sources:

Collections are flexible. You can combine these source types into a single, unified workspace depending on your retrieval needs.

Example Collection Use Cases

How to Create a Collection

1. Click “Create Collection”
   Found in the top header of the Knowledge Base interface.

2. Name and Describe
   Use a clear, descriptive title and short explanation (e.g. “Vendor SOPs – 2024”).

3. Add Sources
   Upload files, connect data apps, or import spreadsheets to populate the collection.

What You’ll See in the Interface

Each collection appears as a card showing:

• Collection name and short description

• Item count (number of sources inside)

• Last updated and creation date

• Source type icons (document, table, link)

• Workflow usage count – showing how many automations reference the collection

Click into any collection to browse or manage its contents.

Best Practices

Organize Clearly

• Group by function, team, or workflow

• Use descriptive titles (e.g. “Q2 Legal Policies – AU”)

• Keep a narrow scope per collection to avoid retrieval noise

Maintain Proactively

• Review and clean up collections quarterly

• Remove or archive outdated sources

• Keep descriptions accurate and up to date

• Monitor dependencies across linked workflows or dashboards