> For the complete documentation index, see [llms.txt](https://docs.nexos.ai/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.nexos.ai/workspace/knowledge-bases-and-chat-groups.md).

# Knowledge Bases and Chat Groups

**Knowledge Bases** and **Chat Groups** decouple file management from chat organization, giving you a dedicated home for company knowledge and a cleaner way to organize team conversations.

Knowledge Bases store and manage all your documents and files in one place. Chat Groups organize your conversations by team or topic. Both work together so your AI can access the knowledge it needs, and your team can find conversations easily.

### What is a Knowledge Base?

A Knowledge Base is a centralized file repository where you store documents, files, and internal knowledge. Instead of files being trapped inside individual projects, Knowledge Bases let you organize knowledge once and reuse it across multiple conversations and agents.

Once you add knowledge (document, file, etc.) to a Knowledge Base, any chat or agent can connect to it and use that knowledge as grounding context.

### What is a Chat Group?

A Chat Group is a way to organize related conversations together. Instead of a cluttered sidebar with dozens of individual chats, Chat Groups let you group conversations by team, topic, or project, making it easier to find and manage conversations.

Each Chat Group can be connected to one or more Knowledge Bases, so all conversations in the group have access to the same knowledge by default.

### Where to find them

Both Knowledge Bases and Chat Groups are in the left sidebar under Workspace.

* Knowledge Bases – the file and document hub for your workspace
* Chat Groups – the organization layer for your conversations

<figure><img src="https://4112003433-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FDcOhapgXnoeDvgGQ8Jm4%2Fuploads%2F1mqha7V2zlcjXtmbOXpG%2FScreenshot%202026-09-30%20at%2012.54.23.png?alt=media&amp;token=e86987a6-3d2f-4daf-b5be-c6db3c3da926" alt="" width="237"><figcaption></figcaption></figure>

### Create a Knowledge Base

1. In the left sidebar, select Knowledge Bases.
2. Select New knowledge base.
3. Enter a name for your Knowledge Base.
4. Select Create.

Your Knowledge Base is now ready to receive files.

<figure><img src="https://4112003433-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FDcOhapgXnoeDvgGQ8Jm4%2Fuploads%2FSoEgs4fPrsS9Fn1CbPXk%2Frecording_large.gif?alt=media&amp;token=b128706c-0098-42c1-8a20-ec547b354d0c" alt=""><figcaption></figcaption></figure>

#### Add files to a Knowledge Base

1. Open the Knowledge Base you want to add files to.
2. Select Add files (top-right corner).
3. Choose how to add content:
4. Upload files from your computer
5. Select the files you want to add.
6. Select Add to upload the files.

Your files are now available for AI to reference in conversations and agents.

<figure><img src="https://4112003433-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FDcOhapgXnoeDvgGQ8Jm4%2Fuploads%2FaTalivP2M0WWz39DS8N5%2Frecording_conversion_1304.gif?alt=media&amp;token=288da4b1-3066-41d5-8201-9e44c44b401e" alt=""><figcaption></figcaption></figure>

#### Organize files in a Knowledge Base

You can organize files within a Knowledge Base using categories or folders (if supported). This helps keep knowledge organized and makes it easier to manage large Knowledge Bases.

Common ways to organize:

* by team or department
* by topic or subject
* by document type
* by project or initiative

#### Filter and search files

You can search and filter files in a Knowledge Base to find what you need quickly.

**Search by file name**

1. Open the Knowledge Base.
2. Use the Search bar at the top.
3. Type the file name or keywords.
4. Matching files appear in the list.

**Filter by size, status, and date**

1. Open the Knowledge Base.
2. Select the Filters icon.
3. Choose your filter options:
4. Size – filter by file size (e.g., 1-10 MB, 10-50 MB, etc.)
5. Status – filter by status (e.g., Active, Archived, Processing, etc.)
6. Date – filter by upload date or modification date (e.g., Last 7 days, Last 30 days, etc.)
7. The file list updates to show only files matching your filters.

You can apply multiple filters at the same time to narrow results further.

<figure><img src="https://4112003433-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FDcOhapgXnoeDvgGQ8Jm4%2Fuploads%2Fx5aiNfmY22VGQLO8VZlu%2FScreenshot%202026-09-30%20at%2013.06.47.png?alt=media&amp;token=d20cf743-8206-4e6b-a2bf-326326cc4a6d" alt=""><figcaption></figcaption></figure>

**Delete or replace a file from a Knowledge Base**

1. Open the Knowledge Base.
2. Find the file you want to delete or replace.
3. Hover over the file or select the three-dot menu icon.
4. Select Delete or replace.
5. Confirm the deletion or replacement.

The file is removed or replaced within the Knowledge Base. Deleted files will no longer be available to chats or agents that reference this Knowledge Base.

Note: Deleting a file may affect conversations or agents that relied on that knowledge.&#x20;

***

### Create a Chat Group

1. In the left sidebar, select Chat Groups.
2. Select + New group or the + icon.
3. Name your group (e.g., "Marketing Team", "Product Updates", "Client Research").
4. Select Create.

Your Chat Group is now ready for conversations.

<figure><img src="https://4112003433-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FDcOhapgXnoeDvgGQ8Jm4%2Fuploads%2FdER571V7EvbBeAyJvrZG%2Frecording_1310.gif?alt=media&amp;token=f349c2b6-2a5f-44f9-ab59-a63ff5f7696d" alt=""><figcaption></figcaption></figure>

#### Add chats to a Chat Group

**You can add chats to a Chat Group in two ways:**

**Method 1: Move an existing chat**

1. Right-click on a chat in the sidebar.
2. Select Move to group.
3. Choose the Chat Group you want to move it to.
4. The chat now belongs to that group.

**Method 2: Create a new chat in a group**

1. Open the Chat Group.
2. Select Start a new chat.
3. Have your conversation. The chat automatically belongs to this group.

**Connect Knowledge Bases to a Chat Group**

Once you have a Chat Group with conversations, you can connect Knowledge Bases to give all chats in the group access to that knowledge.

1. Open the Chat Group.
2. In the right panel, select Group knowledge.
3. Select + Add knowledge base.
4. Choose the Knowledge Base(s) you want to connect.
5. Select Connect.

Now every chat in this group can reference the connected Knowledge Bases automatically.

<figure><img src="https://4112003433-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FDcOhapgXnoeDvgGQ8Jm4%2Fuploads%2FfN1AZnc5V8OqHRhRd1YB%2Frecording_1313.gif?alt=media&amp;token=b343fb21-9329-4870-81ed-e941bae67b49" alt=""><figcaption></figcaption></figure>

### How Knowledge Bases and Chat Groups work together

#### When you connect a Knowledge Base to a Chat Group:

* all chats in the group have access to that Knowledge Base by default
* when you move a chat to a different group, it adopts the new group's Knowledge Bases
* individual chats can still have their own attached files in addition to group-level knowledge
* you can connect unlimited Knowledge Bases to a single Chat Group

This creates a flexible knowledge inheritance system where knowledge scales across the workspace instead of being locked inside individual conversations.

* Storage limits
* Each Knowledge Base can now hold up to 500 MB of files, giving your AI enough depth to reference extensive company knowledge.
* Manage a Chat Group
* Reorder chats in a group
* Drag and drop chats within the group to reorder them.
* Rename a group
* Right-click on the group name and select Rename.
* Remove a chat from a group

Right-click on a chat and select Move to group → choose a different group or select No group to remove it.

#### Who can use Knowledge Bases and Chat Groups?

* Individual users can create their own Knowledge Bases and Chat Groups for personal organization
* Teams can create shared Knowledge Bases managed at the team level

### FAQ

**Can I share a Knowledge Base with my team?**\
Yes. Knowledge Bases can be shared with specific team members or made available at the team or workspace level.

**What types of files can I add to a Knowledge Base?**\
You can add documents, PDFs, markdown files, spreadsheets, and more.&#x20;

**Can a chat belong to multiple groups?**\
No. Each chat belongs to one Chat Group. If you move a chat to a different group, it leaves the original group and joins the new one.

**What happens to a chat's knowledge if I move it to a different group?**\
When you move a chat to a different group, it drops the source group's Knowledge Bases and adopts the target group's Knowledge Bases. Any individual files attached to that specific chat remain.

**Can I connect multiple Knowledge Bases to a single Chat Group?**\
Yes. You can connect unlimited Knowledge Bases to a Chat Group. All chats in the group inherit access to all connected Knowledge Bases.

**What happens if I delete a Knowledge Base?**\
Deleting a Knowledge Base removes it from all Chat Groups it was connected to. Chats in those groups will no longer have access to that knowledge.

**How do I organize a large Knowledge Base?**\
You can organize files using categories, folders, or naming conventions. Choose an organization system that works for your team (by team, topic, document type, or project).

**Can an agent use a Knowledge Base?**\
Yes. When you create or edit an agent, you can connect it to specific Knowledge Bases. The agent will use those Knowledge Bases as grounding context when answering questions.

<br>


---

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