> For the full page index, fetch https://echonova.ai/llms.txt

# Organize knowledge in folders

Group sources into folders, reuse a folder across agents, and understand what removing and deleting each do.

A folder groups sources inside the workspace library. Its real value is on the
agent side: selecting a folder for an agent is a live reference, so anything you
drop into that folder later reaches the agent with no further change.

## What you need

- A workspace you are a member of.
- At least one source in the library, if you want to move things in as you go.

## Steps

### Step 1: Create the folder

In **Knowledge base**, click **Add** and choose **New folder**. On an agent's
**Knowledge** tab, use the **New Folder** button. Give it a **Folder name**.

### Step 2: Put sources in it

In the create dialog, **Add files to folder** lists every loose source in the
workspace under **Files with no folders**. Tick the ones that belong in the
folder and they are moved when the folder is created.

Afterwards, use **Move** in a source's row menu, pick the target and confirm
with **Move here**.

### Step 3: Select the folder for an agent

Open the agent, go to **Knowledge**, then **Add New** and **Choose From
Library**. Pick the folder and confirm. The folder appears under **Folders**,
labelled **Live folder: always reflects its current contents.**

### Step 4: Keep adding to it

New uploads can go straight into the folder. In the add dialog, set **Location**
to that folder instead of **Library root**. Every agent that selected the folder
picks the new source up once it is **Ready**.

## Get it right

Name a folder after the job an agent does, not after where the documents came
from. An agent uses every ready source in a folder it selected, so a folder is
only as good as the worst document in it.

**Recommended**

- **Returns and refunds**, holding the policy, the exceptions list and the FAQ,
  selected by the returns agent.
- **Clinic opening hours**, holding one page, selected by the receptionist
  agent.

**Less effective**

- **From marketing**, holding a price list, three slide decks and a brand guide,
  selected by every agent.
- **Everything**, kept as the one folder so that nothing is ever missing.

## Worked example

You create **Returns and refunds**, tick the returns policy and the refunds FAQ
in **Add files to folder**, and create it. On the returns agent you select the
folder; the row reads **All ready**.

A week later you upload the new exceptions list straight into that
folder. Nobody touches the agent. Once the file reads **Ready**, the next
conversation uses it, and the **Used by** column in the library shows the folder
is referenced by one agent.

## What happens next

The agent keeps a reference to the folder, not a copy of its contents. Every
conversation uses whatever is in the folder at that moment, and only the sources
showing **Ready**.

Moving a source into a folder has one side effect worth knowing. Individual
picks only apply to loose sources, so when a source moves into a folder it is
dropped from every agent that had selected it on its own. Select the folder for
those agents instead.

The library shows two views, **Sources** and **Folders**, and the **Used by**
column tells you how many agents reference a row.

## Remove versus delete

These are two different actions and the portal keeps them apart.

| Action                                 | Where                         | What it does                                                                                    |
| -------------------------------------- | ----------------------------- | ----------------------------------------------------------------------------------------------- |
| **Remove folder** or **Remove source** | The agent's **Knowledge** tab | Takes it out of this agent's selection. The item stays in the library and other agents keep it. |
| **Delete from library**                | The agent's **Knowledge** tab | Deletes it from the workspace and removes it from every agent.                                  |
| **Delete**                             | The library row menu          | The same permanent delete.                                                                      |

The confirm dialog for a removal says so directly. Removing a folder tells you
the folder and its sources will remain in the workspace library, and removing a
source tells you the source will remain there.

The delete dialog first checks where the item is used and tells you, either that
it is not used by any agent and is safe to delete, or the number of agents using
it with up to five of their names. You then confirm with **Delete from library**.

> [!WARNING]
> Deleting a folder deletes every source inside it. The files are removed, their
> bytes are returned to your plan's allowance, and the folder is taken out of
> every agent that referenced it. The confirm dialog names how many sources go
> with it, and it cannot be undone. To break up a folder without losing
> anything, move its sources out first, then delete the empty folder.

## Limits

| Limit              | Value                                              | Applies to        |
| ------------------ | -------------------------------------------------- | ----------------- |
| **Folder name**    | Required, must not be empty                        | Create and rename |
| Folder name length | No maximum                                         | Create and rename |
| Nesting            | One level. A folder cannot contain another folder. | Every folder      |
| Folders per agent  | No maximum                                         | Agent selection   |

## Troubleshooting

### A source I moved into a folder disappeared from an agent

That is the move dropping its individual selection. Select the folder for that
agent, and the source comes back as part of the folder.

### The folder is selected but the agent still misses a file in it

Only sources at **Ready** are used. Open the folder and check the status of that
file. A folder row on the agent's **Knowledge** tab shows **All ready** when
every source inside it is usable.

### Delete says it could not check where this is used

The usage check did not come back, so the dialog cannot name the agents. The
delete still works. Close the dialog and open it again if you need to know who
loses the item before you confirm.

### Some sources survived a folder delete

The delete reports which sources it could not remove. Refresh the library and
delete the leftovers individually.

## FAQ

### Can I put a folder inside a folder?

No. A source is either loose at the root or in exactly one folder.

### Can one source be in two folders?

No. Moving it into a folder takes it out of wherever it was. If two agents need
it and nothing else, keep it loose and select it individually for both.

### Does renaming a folder break anything?

No. Agents reference the folder itself, not its name.

### What is the difference between a folder and the agent's selection?

The folder is a grouping in the workspace. The selection is the list of folders
and loose sources one agent is allowed to use. Changing the selection never
changes the library.

### Who can create and delete folders?

Any member of the workspace.

## Related

- [How knowledge works](/docs/agents/knowledge-overview): how a folder reaches a turn
- [Add documents to the library](/docs/agents/knowledge-documents): upload straight into a folder
- [Add text directly](/docs/agents/knowledge-text): paste straight into a folder
- [Add a web page or crawl a site](/docs/agents/knowledge-website): keep a site's pages together
- [The agent did not use my document](/docs/agents/knowledge-troubleshooting): when a folder is selected and still missed