Your organization's documents
Find the documents your organization keeps in Bilby, read them, and have Bilby answer from them with the document cited.
3 min read · Updated 31 Oct 2026
Before you begin
Two places for your organization's documents
An organization can have collections of documents set up for it, such as its policy papers, client memos or research archive. The Bilby team connects them, and every member can search them. A team can also keep reference files in a vault, for one piece of work.
| Your organization's collections | A vault's Files | A file attached to a chat | |
|---|---|---|---|
| Who adds them | The Bilby team, for your organization | The vault's owner and contributors | You, in that chat |
| Who can use them | Everyone in the organization | Everyone the vault is shared with | That chat only |
| Where you see them | Library › Knowledgebase | The vault's Files | The chat |
For vaults, see Share a vault.
Step 1: Open the Knowledgebase
Choose Library in the sidebar, then Knowledgebase. It lists the documents indexed for your organization, with each one's size and when it was last changed.
Library
Browse the documents indexed for Acme Research.
If your organization has more than one collection, choose one from the menu at the top.
Step 2: Find a document
Type in Search files… to find a document by name. Sort by puts the list in order: Recently updated, Oldest, Name A–Z or Name Z–A. Long lists come in pages, and Rows per page sets how many you see at once.
Step 3: Read it
Press a document to open its text beside the list. Close it to go back to the list where you were.
Step 4: Ask Bilby about it
You don't need to attach these documents to a chat. When your organization's agent has the collection, Bilby searches it whenever a question might be answered there, and the answer cites the document it used.
To make sure Bilby looks there, name it in your question, or type @ in the question box and pick the collection. On the home page, Data lists your organization's collections, and Use in my question adds one to your question.
Using our client memos, summarise what we've told clients about data residency this year.
Note
If the Knowledgebase says No knowledge sources yet, your organization has no collection connected. Ask an owner or admin of your organization: the Bilby team connects collections for them.
Tip
You can turn a collection off for yourself in Settings › Tools. Bilby then won't search it in your chats, while everyone else keeps it.
Try it in Bilby
Open your organization's Knowledgebase.
You'll need to be signed in. It opens in a new tab, so this guide stays here.