Group related files into Collections for cleaner organization and easier sharing.
Collections are named groups of files — folders, essentially. They live inside a vault, nest as deeply as you want, and exist for one reason: to keep your vault organized so you can find things quickly. Your Digital Twin still searches across every included file regardless of folder, so a Collection’s job is purely human-facing.
Use Collections to mirror how you think about the content — by topic, course, project, client, or release. A clean vault is a vault you’ll actually trust.
The button sits next to + Add at the bottom of the file panel.
The + New Collection button in the IP Vault.
3
Name it and pick an optional color
Color codes show up on the folder icon and on file-card breadcrumbs throughout the vault.
Naming a new Collection and choosing an optional color.
4
Click Create
The new Collection card appears alongside your files at the root of the active vault.
Click a Collection card to navigate into it. The breadcrumb at the top of the panel lets you climb back out one level at a time, or jump straight to the vault root.
Click the ⋮ menu on a Collection card for the management actions.
Action
What happens
Rename
Updates the Collection name everywhere it’s referenced. Files inside are unaffected.
Recolor
Updates the folder color.
New Sub-Collection
Creates a nested Collection inside this one.
Include All / Exclude All
Toggles every file in the Collection (and its sub-collections) in or out of retrieval in one click.
Make All Public / Private
Bulk access change for every file inside.
Reprocess All
Re-runs processing on every file in the Collection — useful after an embedding-model change.
Download as ZIP
Archives the Collection and its sub-collections, preserving folder structure.
Delete
Deletes the Collection and every file inside it, recursively into sub-collections.
Deleting a Collection deletes every file inside it (and inside its sub-collections). If you only want to remove the grouping, move files out (drag-drop or Move to Collection) or download the ZIP first, then delete.
Collections can contain other Collections — nesting is unbounded. Drag one Collection onto another to make it a sub-collection. The folder hierarchy shows up in file breadcrumbs everywhere:
Collection › Sub-collection › document.pdf
This is useful for top-down organization (Courses › Fall 2026 › Biology 101 › Lecture Notes) where each level adds context.
From inside My Files, drag the Collection card onto the Instance Files or Account Files tab header. The Collection and every file inside it (including sub-collections) move to that scope in one operation.Once published:
Users on the target scope see the Collection in their Instance Files or Account Files tab.
File-level access tiers (Public / Private / Confidential) still apply — moving a Confidential file to Instance does not let others open it; they see a ”🔒 CONFIDENTIAL” marker instead of its details.
Same gesture in reverse — drag the Collection from Instance or Account back onto the My Files tab. The Collection becomes personal again, visible only to you.
When a Collection lives in a shared vault, who can do what depends on your role:
Role
Add files
Rename / Recolor
Move files in/out
Delete
View
Instance admin
Yes
Yes
Yes
Yes
Yes
Account admin
Yes (Account scope)
Yes
Yes
Yes
Yes
Standard user
No (unless granted)
No
No
No
Yes
Standard users see shared Collections and the files inside them but can’t restructure the shared knowledge base. This keeps the shared vault curated.
Need permission to manage a shared Collection? Ask your institution admin to grant you the appropriate role — Pria’s permission model lives in your Instance Settings.
Collections can do double duty: instead of letting your Digital Twin search the entire vault, you can restrict retrieval to a single Collection for focused answers.This is useful when:
You’re working on a specific project and want answers grounded only in that project’s files
You have overlapping topics across Collections and want to disambiguate
You’re testing how a Collection’s files behave in conversation
Open the chat sidebar’s Knowledge controls to scope retrieval to a Collection. While the scope is active, every answer will be grounded in just that Collection’s files.
Pair a focused Collection with Search Only mode to get the raw passages without an LLM rewrite — perfect for browsing a project’s knowledge base directly.
Resist the urge to over-nest. A project Collection with everything inside (sources, notes, deliverables) is easier to scope than three levels of folder hierarchy.
Archive old Collections
Use a top-level Archive Collection for finished work. The files stay searchable, but they don’t clutter your current view.
Color-code by intent
Use folder colors consistently — e.g. blue for active, gray for archived, red for sensitive. Color carries through breadcrumbs and file cards.
Watch for orphans
Files at the vault root with no Collection are easy to lose track of. Run a quick sort by date occasionally and tuck recent uploads into the right Collection.
Use the Display filter
Combine Collection navigation with the Display: Processing or Display: Error filter to find files that need attention inside any Collection.
Don't fight the search
Remember: your Digital Twin searches across every included file regardless of folder. You don’t need Collections for retrieval to work — they’re for you.
