Organizing with Folders

Folders (also called collections) help you organize your knowledge base content and control which AI personas can access it. Group related documents, websites, and FAQs together for easier management.

Accessing Folders

Folders appear in the folder filter bar on the Train page, just below the stats header.

Why Use Folders

Organization

• Group related content together
• Find content faster
• Maintain clean knowledge base

Visibility Control

• Limit which personas can access specific content
• Create separate content pools for different use cases
• Ensure agents only access relevant information

Bulk Management

• Move multiple items between folders
• Apply settings to entire folders
• Track content by folder

Creating a Folder

1. Navigate to Train in the sidebar
2. Click the + Add Content button
3. Select the Folder option (if available) or create during content addition
4. Enter a name for the folder
5. Optionally add a description
6. Click Create

Or when adding/editing content:

1. Open the content edit dialog
2. In the Folders section, type a new folder name
3. The folder is created automatically

Adding Content to Folders

When Creating Content

1. Open the Add Content dialog
2. Complete your content
3. Select one or more folders in the Folders section
4. Save

For Existing Content

1. Click on a content item to edit
2. Check/uncheck folders in the Folders section
3. Save changes

Bulk Assignment

1. Select multiple items using checkboxes
2. Use the actions dropdown
3. Select Add to [Folder Name]
4. Items are moved to that folder

Folder Visibility Rules

Folders can restrict which AI personas access their content:

Setting Up Visibility Rules

1. Click to edit a folder
2. Toggle Limit Visibility on
3. Select which Personas can access content in this folder
4. Select which Agent Types can access content
5. Save the folder

How It Works

When visibility is limited:

• Only selected personas/agent types retrieve content from this folder
• Other agents won't see this content in search results
• Useful for specialized knowledge (e.g., sales-only content)

Example Use Cases

Filtering by Folder

On the Train page:

1. Click a folder name in the filter bar
2. View shows only content in that folder
3. Click All to return to full view

The counts next to each folder show how many items it contains.

Managing Folders

Rename a Folder

1. Click the folder menu (three dots)
2. Select Edit
3. Change the name
4. Save

Delete a Folder

1. Click the folder menu (three dots)
2. Select Delete
3. Confirm deletion

View Folder Details

Click on a folder to see:

• Total items
• Breakdown by type (documents, websites, FAQs)
• Visibility rules
• Description

Folder Best Practices

Use Descriptive Names

Choose names that clearly indicate contents:

Good:

• "Shipping & Delivery"
• "Account Management"
• "Product Specifications"

Poor:

• "Folder 1"
• "Misc"
• "Old stuff"

Don't Over-Organize

A few well-organized folders work better than many granular ones:

• 5-10 folders is often ideal
• Too many folders make finding content harder
• Consider sub-topics within documents instead

Regular Cleanup

Periodically review folders:

• Archive or delete unused folders
• Consolidate similar folders
• Update visibility rules as needs change

Consistent Assignment

Create guidelines for what goes where:

• Document your folder structure
• Train team on organization
• Review new content placement

Content Without Folders

Content without folder assignments:

• Appears when All filter is selected
• Can be filtered using the Uncategorized option
• Is visible to all personas (unless item-level visibility set)

Use the "Remove from all folders" bulk action to uncategorize content.

Visibility vs Folders

Understanding the difference:

You can use both together—folder visibility provides defaults, item-level can override.

Related Pages

• Adding Documents
• Managing FAQs
• AI Agents