> For the complete documentation index, see [llms.txt](https://docs.artific.nl/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.artific.nl/en/for-administrators/knowledge-base.md).

# Knowledge base

Where your organisation's documents live, and how they are made searchable for assistants and AI Toolbox elements.

## The model in one picture

```
Files  →  Folders  →  Collection  →  Search tool  →  Assistant or element
```

| Concept         | What it is                                                                                                                     |
| --------------- | ------------------------------------------------------------------------------------------------------------------------------ |
| **Collection**  | A named container for a body of documents: *Policies*, *Product manuals*, *Support articles*. Files live in folders inside it. |
| **Label**       | A coloured tag on an individual file, used for filtering and for finer control over what a search tool covers.                 |
| **Search tool** | The thing that makes one or more collections searchable. This is what you attach to an assistant.                              |
| **Advanced**    | The machinery underneath search tools (indexes, retrieval tools and templates), for when the guided setup is not enough.       |

The important rule: **uploading documents does not make them searchable.** A collection is storage. Until you create a search tool over it and switch that tool on for an assistant, nothing can find the contents.

## Where to start

1. [Collections](/en/for-administrators/knowledge-base/collections.md): create one and add your documents.
2. [Search tools](/en/for-administrators/knowledge-base/search-tools.md): make it searchable and attach it to an assistant.
3. [Labels](/en/for-administrators/knowledge-base/labels.md): once you have enough documents to need filtering.
4. [Advanced](/en/for-administrators/knowledge-base/advanced.md): only when you have a specific reason.

## A sensible structure

Organise collections around **who should be able to search them**, not around your internal filing system. Access is granted per collection, so a collection is the unit you will be reasoning about later.

| Do this                                                    | Not this                             |
| ---------------------------------------------------------- | ------------------------------------ |
| *HR policies*, *Product documentation*, *Support articles* | *2026*, *Department A*, *Uploads*    |
| One collection per audience or subject                     | One giant collection with everything |
| Folders inside a collection for structure                  | A separate collection per document   |

## Access

Every knowledge base screen requires administrator rights. Ordinary users never see this part of the menu. They only encounter its results, as better answers and as source references under those answers.

Within the knowledge base you can restrict an individual collection to specific user groups with **Only visible to**, which is how you keep confidential material away from assistants that should not reach it.

{% hint style="info" %}
Some organisations use an earlier version of this feature, shown in the menu as **Sources** instead of **Knowledge base**. See [Sources](/en/for-administrators/knowledge-base/sources.md).
{% endhint %}