Organising articles into folders and controlling agent access

Once you have more than a handful of articles, two questions arrive: where do I find things, and should everything be available to everyone?

Two different kinds of organising

Folders

For people. They decide how the library is arranged and how you find an article to edit.

Agent access

For AI. It decides which agents may use an article when answering customers.

They are independent. An article in a tidy folder can still be off-limits to every agent, and a loose article can be available to all of them.

Folders

Down the left of Knowledge Sources is your library. Each source appears as a folder with a count, and can be expanded. A source might be a scanned website, or a set of uploads.

Folders are optional. Gruvi's own guidance calls them useful rather than necessary, and it is right: with twelve articles you do not need them, and with two hundred you very much do.

How to find things

1. 1Use Search articles and folders at the top of the left-hand panel to search the library itself.
2. 2Use Search articles in the main area to search inside the content. Pressing / jumps straight into it.
3. 3Or open a folder in the tree and browse.

Agent access

Every article carries a setting deciding which AI agents can use it in their answers. You will see it at the top of the article, showing All agents or a specific list.

All agents

Any agent may use it, including agents you add later. This is the default and right for most articles.

Specific agents

Only the agents you pick. Everything else is invisible to the rest.

Today most workspaces have one agent, so this matters less than it will. As you add agents for different jobs, it becomes the way you stop a sales-focused agent quoting technical documentation it does not understand.

How to change agent access

1. 1Open the article.
2. 2Click the access control at the top. It will say All agents.
3. 3Choose All agents, or Specific agents and pick from the list.
4. 4Click Done.

When to restrict an article

Sparingly. Restricting knowledge makes agents less useful, so it needs a reason.

• Genuinely specialist material that would mislead a general agent.
• Information for one audience only, where an agent serving a different audience should not see it.
• Anything you are unsure about publishing. If it is too risky for every agent, consider whether it should be published at all.

Other things you can do to an article

The ... menu on an open article holds the rest:

AI settings

How this particular article is treated.

Convert to policy

Turn it from reference material into a policy, for content that is a rule rather than a fact.

Duplicate

Copy it, useful when two products share most of an explanation.

Delete

Remove it. Check Most used by AI first, because deleting a heavily cited article removes answers you did not realise depended on it.

The same header also shows who last edited the article and when, and the language it is written in. ---