A Folio is a curated, permissioned collection of documents and web content that becomes the knowledge base for prompts and/or specific Assistants. Only users with view access to a Folio can have it referenced in answers. Folios let you control what the AI can cite and include review/expiry settings so your knowledge stays current.
For Example:
Department policies (HR, Finance, Procurement)
Templates, bylaws, meeting minutes, standard operating procedures
Organization‑level reference (brand guidelines, contact lists)
Supported file types and limits
Please, check out this article for information on file types and limits for Folios.
How to create a Folio (step‑by‑step)
Go to the dashboard → Content tab → Folios.
2. Click + Create Folio button.
3. Provide a clear title and a summary (e.g., HR Policies - 2025).
4. Upload files (drag & drop or select). You can upload multiple files at once.
5. Optionally add public web pages with a Web Crawler to pull in dynamic content.
6. Under Web Crawlers, configure and save a crawler by setting the starting URL, choosing the scope (Same Domain/Sub‑domain/All Domains), selecting crawl depth and a re‑crawl schedule, and adding authorization only if the site requires one.
7. Set access controls: add editors and viewers for this Folio.
8. Configure a expiry period (3, 6, 12 months, or never).
Note: if a Folio expires and is linked to an Assistant, the Assistant loses access to its documents until the Folio is renewed.
Folio naming & organization conventions
When building Folios, it’s important to think about the governance plan long term. Especially when you have multiple departments and users who have access, you may want to think of a naming convention and/or way to organize Folios so that it's easily identifiable and accessible to each team.
Some recommendations:
Use Department − Topic − Year, for example: HR − Benefits & Leave − 2025.
Keep one authoritative Folio per subject (e.g., one Procurement Folio) to avoid duplicates.
Give each Folio a clear owner who is responsible for updates.
Best practices
Start small: create one well-curated Folio per Assistant at first.
Access control: Folios have editors/viewers. Use these to limit who can update or expose content to Assistants.
Expiry & review: Use the review settings to force periodic content checks. If a Folio expires, any linked Assistant stops using its content until renewed.
Troubleshooting
If you’re using Web Crawlers, confirm that the crawl has completed successfully. Check the crawler status and re-crawl the site if needed.
If Folio content isn’t appearing in Assistant answers, review the vector store to see whether any ingestion issues were flagged.
Quick mental model
Folio = what the AI can know.
Assistant = how the AI should behave + which Folios it may use.