Documents and collections

Add text documents to the knowledge base, organise them into collections, and track indexing status.

You will add a document so it becomes searchable, either for your organization or just for you.

Before you start: adding to a collection needs Can add documents on Knowledge base for that collection. Creating and deleting collections needs Full control. Personal documents only need access to the app.

Create a collection

  1. Open Knowledge Base › Documents.
  2. In the Collections card (visible with Full control) type a Name and a key, then click Add. The key is lowercase letters, digits and hyphens, starting with a letter or digit, up to 64 characters.
  3. You see "Collection created". It becomes the selected collection.

Add a document

  1. In Add a document, choose the scope: Organization or Personal (only you).
  2. For Organization, choose a collection. With none you see "No collections yet" and "Create a collection first".
  3. Type a Title and paste the document text into Paste the document text…. The text can be up to 4 MB. Documents are pasted as text; there is no file upload on this page.
  4. Click Add document. You see "Document queued for indexing".

Track indexing

The table on the right lists documents for the selected collection (or your personal ones) with a Status badge:

  • pending — queued.
  • ready — searchable.
  • failed — indexing did not complete. Empty lists say No documents yet.

Delete

  • Click Delete on a document, or right-click it. Delete document? says "It will be removed from the knowledge base."
  • Delete a collection with Delete beside it. Delete ""? says all documents in it are removed.

Important: deleting a collection removes every document in it from the knowledge base. This cannot be undone.

Tips

  • Create collections by audience ("hr-policies", "sales-playbook") because access is set per collection on the Roles page.
  • Put sensitive material in a collection only the right roles can read.
  • Copy a document's title with right-click › Copy title.

Troubleshooting

Could not create collection The key is not in the allowed form or already exists.

Upload failed The document may be empty or over 4 MB, or you may not have write access to that collection.