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Knowledge Folders let you create searchable collections of documents that can be accessed directly in chat. Instead of uploading the same files repeatedly, you can build organized knowledge bases and reference them with a simple @mention. They use embedding search (vector search) to find the most relevant sections from your documents, allowing you to work with up to 1,000 files - far beyond the 20-file limit for direct attachments. Key features:
  • Can be shared with individuals, groups, or your entire workspace
  • Works in chat via @mentions and in Agents as actions
Knowledge Folders are perfect for large documentation sets, company policies, product manuals, or any scenario where you need to search across many documents. For smaller document sets where you need the AI to consider the entire content, use direct file attachments instead.

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Creating a Knowledge Folder

1

Navigate to Integrations

Go to Integrations in your Langdock workspace and find the Knowledge Folders section.
2

Create a new folder

Click New Knowledge Folder and give your folder a descriptive name. You can also add an optional description to help others understand what documents it contains.
3

Configure your folder

Your Knowledge Folder is now ready for documents. You can start adding files right away or configure sharing settings first.

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Adding Documents

Knowledge Folders support multiple ways to add documents:
The simplest method is to upload files directly:
  1. Open your Knowledge Folder
  2. Click Add Files or drag and drop files into the folder
  3. Wait for the files to be processed (embedding takes a few moments)
Supported formats include PDF, DOCX, TXT, Markdown, and more. Check our supported file types for the complete list.
Tabular data limitation: XLSX and CSV files cannot be added to Knowledge Folders. For spreadsheet analysis, use direct file attachments or the Data Analyst tool instead.

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File Limits

LimitValue
Files per folder1,000
File size~8 million characters (based on LLM token limits)

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Using Knowledge Folders in Chat

Once your Knowledge Folder has documents, you can reference it in any chat using the @mention feature.
1

Start typing @

In any chat input field, type @ to open the actions menu.
2

Search for your folder

Start typing the name of your Knowledge Folder. You’ll see it appear in the search results alongside integrations, Agents, and saved prompts.
3

Select and ask

Click on your Knowledge Folder or press Enter to select it. The folder name will appear in blue in your chat, confirming it’s active. Now ask your question, and the AI will search through the folder’s documents to find relevant information.
When you @mention a Knowledge Folder, the AI uses embedding search to find the most relevant sections from your documents. It doesn’t send all documents to the model, just the parts most likely to answer your question.

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Example Usage

Let’s say you have a Knowledge Folder called “Product Documentation” with your company’s user guides: 
@Product Documentation How do I reset my password?
The AI will search through all documents in the folder, find the sections about password reset, and provide an answer based on that content.

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Sharing Knowledge Folders

Knowledge Folders support flexible sharing options, making them ideal for team knowledge bases.

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Sharing Options

Share with specific people in your workspace. Great for department-specific knowledge or project collaborations.

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Permission Levels

PermissionEditorUser
View folder and contentsYesYes
Search documents in chatYesYes
Add filesYesNo
Remove filesYesNo
Share with othersYesNo
  • Editor: Can add and remove documents, and share with others.
  • User: Can search the folder in chat and Agents.
The person who created the folder has full control, including the ability to delete the folder. Workspace admins also have full control over all folders.

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How to Share

  1. Open your Knowledge Folder
  2. Click the Share button
  3. Search for users or groups
  4. Select the permission level (Editor or User)
  5. Optionally send a notification with a custom message
Workspace admins can configure which roles are allowed to share Knowledge Folders with the entire workspace. Check User Management > Roles for these settings.

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Knowledge Folders vs Direct Attachments

Choosing between Knowledge Folders and direct file attachments depends on your use case:

Use Knowledge Folders When

  • You have more than 20 documents
  • You need to share documents across multiple chats
  • You’re building a team knowledge base
  • You only need relevant sections, not entire documents
  • Documents are reference material (manuals, policies, FAQs)

Use Direct Attachments When

  • You have 20 or fewer documents
  • You need the AI to consider the entire document content
  • Documents are specific to one conversation
  • You’re working with spreadsheets (XLSX, CSV)
  • You need maximum accuracy for that specific document
Pro tip: For the best results, keep direct attachments for documents where every detail matters (contracts, specific reports), and use Knowledge Folders for larger reference libraries where finding relevant sections is the goal.

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Technical Differences

FeatureDirect AttachmentsKnowledge Folders
File limit20 files1,000 files
ProcessingFull document to contextEmbedding search for relevant sections
Spreadsheet supportYesNo
SharingPer chat/agentStandalone sharing
Best forComplete document analysisLarge knowledge bases

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Using Knowledge Folders with Agents

Knowledge Folders integrate seamlessly with Agents as actions:
  1. Open your Agent configuration
  2. Navigate to the Knowledge section
  3. Click Add Action
  4. Search for your Knowledge Folder name
  5. Add the "Search in [folder name]" action
Now your Agent can automatically search through the Knowledge Folder when users ask relevant questions.

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Best Practices

  • Organize by topic: Create separate folders for different subjects (HR Policies, Product Docs, Technical Guides)
  • Use descriptive names: Help users understand what each folder contains at a glance
  • Keep folders updated: Remove outdated documents and add new ones regularly
  • Set appropriate permissions: Use the principle of least privilege when sharing
  • Combine with direct attachments: Use both methods together when needed

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Troubleshooting

  • Verify you have at least User access to the folder
  • Check that you’re spelling the folder name correctly
  • Try typing more of the name to narrow down search results
  • Ensure your documents are properly processed (check for processing status)
  • Try rephrasing your question with more specific keywords
  • Verify the information exists in the uploaded documents
  • Consider if direct attachments might work better for this use case
Check our supported file types for the complete list. Note that spreadsheets (XLSX, CSV) require direct attachments or the Data Analyst tool instead.