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.
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’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.
Collections can include a mix of structured and unstructured sources:
Type | Examples |
|---|---|
Documents | PDFs, Word files, Excel spreadsheets, plain text |
Database Tables | Salesforce exports, HubSpot records, internal spreadsheets, CSVs |
Connected Apps | Google Drive folders, Notion pages, Airtable bases, GitHub repos |
Collections are flexible. You can combine these source types into a single, unified workspace depending on your retrieval needs.
Collection Name | Purpose | Sample Sources |
|---|---|---|
Customer Resources | Central hub for support and onboarding docs | Help docs, email templates, CRM exports |
Sales Analytics | Revenue performance and forecasting data | Excel dashboards, Salesforce reports, pipeline tables |
Technical Docs | Developer references and API documentation | GitHub repos, integration guides, system architecture |
Product Library | Product specs and documentation | Feature PDFs, inventory sheets, product release notes |
Click “Create Collection”
Found in the top header of the Knowledge Base interface.
Name and Describe
Use a clear, descriptive title and short explanation (e.g. “Vendor SOPs – 2024”).
Add Sources
Upload files, connect data apps, or import spreadsheets to populate the collection.
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.
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
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