Create file groups (preview)

[This article is prerelease documentation and is subject to change.]

File groups let you group up to 500 files into a single knowledge source. Agents can narrow their search scope when asked about relevant or related data.

Querying a group of files helps agents find the right content more easily.

File group requirements

• You need at least two files
• Use only file upload

  Note

  You can't use OneDrive or SharePoint files.

File group components

A file group has the following three components:

1. Name and Description: Fields that help the agent know what the knowledge is about

2. Instructions: Field that tells the agent how to use this file group for a user query

3. Knowledge: The files with the information to ground the agent

Differences between file groups and individual files

Each individual file is its own knowledge source. A file group uses multiple files as a single knowledge source and uses instructions to help the agent find the right artifact and give the right information to the user.

For example, a file group helps when an organization has information that depends on specific factors, like geographic ___location or job title.

When you use individual files as a knowledge source, the agent searches all knowledge sources at the same time. The answer depends on one or more chunks the agent finds in one or more files.

When you use file groups, the agent searches for information in two stages. First, the agent uses the instructions to find the right file. Next, the agent looks for the right chunks in that file to answer the user's question. This approach gives more accurate answers from the right file.

Create a file group

This feature is in public preview. When you upload more than two files at the same time, you see a toggle labeled Group these files (preview).

When you turn on the toggle, the name and description change to indicate a group of files, and a new Instructions field appears. Add specific instructions with variables to help the agent find the right knowledge for a given situation.

After you add a file group as a knowledge source, a folder icon is displayed in the Overview page (Knowledge section) or the Knowledge page.

File group example scenario

Context: Contoso International Airlines wants to build a bot for customers to ask questions about upcoming travel. One of the most common questions is about baggage policies.

Example situation: Baggage policies differ based on the type of travel (domestic or international), customer tier (economy, business, or first class), and other attributes.

Example solution: Contoso has a group of PDFs, with each policy written in detail and a document for each customer tier. In this case, each criterion, like "type of flight" and "seat type," can be set up as a variable. These variables help the agent filter the knowledge source to find the most relevant information and give the most accurate answer.

View files in a file group

To see details for a file group, such as the individual files it contains, select the file group name or use the hover menu to select Edit. This action takes you to the Knowledge page.

Add files to a file group

At any time, new files can be added to a file group:

1. On the Overview or Knowledge page, select the file group you want.

2. On the Knowledge page for the file group, select the Edit button.

3. Drag and drop or select the option to upload one or more desired files.

Update or replace a file within a file group

To update a file in a file group, remove the old file and add the new file to the file group.

1. On the Overview or Knowledge page, select the file group you want.

2. On the Knowledge page for the file group, select the Edit button.

3. Select the hover menu for the old file, and then select Delete.

4. Drag the updated file into the file group, or select the option to upload it.

Remove files from a file group

You can remove files from an existing file group until only two files remain. A file group needs at least two files.

To remove a file from a file group:

1. On the Overview or Knowledge page, select the desired file group.

2. On the Knowledge page of the file group, select the Edit button.

3. Select the hover menu for the old file, and then select Delete.

4. Repeat these steps for each file you want to remove.

Remove a file group

When you add new knowledge to an agent, upload individual files or a group (for more than two files). Before you select the Add button to add the files to the agent, turn off the group toggle at any time to upload them as individual knowledge sources.

For existing file groups, hover over the knowledge source to show a menu. Select the option to delete the file group.

File group instructions

Instructions are a rich text field where users can include variables like a user’s ___location or date of birth to create requirements for the agent to perform a knowledge search.

• Time-based scenario: If a file group has multiple files about a subject that spans multiple years, the user can request the agent to search only within the knowledge from the last five years.

• Geographical scenario: If a file group has multiple files about a subject that varies by ___location of residence, the user can request the agent to search only within the knowledge for the user’s ___location.

File groups without instructions

If instructions aren't provided in a file group, the agent searches all the knowledge in that file group instead of using specific requirements to find the most relevant information.

Differences between instructions and descriptions

Descriptions help the agent using generative orchestration pick the right knowledge sources for an answer. Instructions add requirements to help the agent pick the right knowledge based on a variable, so the experience is more tailored to the end user’s needs.

File group FAQs

When to create a file group

Create a file group when you add new knowledge by selecting the Add knowledge button.

Can you create file groups using preexisting files?

You can't create a group with preexisting files. Reupload the same files as a group.

Can you create file groups and upload individual files at the same time?

You can use both individual files and file groups as knowledge sources for the same agent, but you can't upload individual files and file groups at the same time. Upload either a set of files as a group or as individual files. Upload multiple individual files and file groups to an agent as needed.

Can you create multiple file groups?

Create up to 25 file groups per agent. Create each group one at a time.

Can you select a folder to upload a file group?

You can't upload a folder directly, but you can select all files in a folder to create a file group. For file requirements, see Upload files as a knowledge source.

Is it possible to ungroup a file group?

You can't ungroup a file group after you add it. When you add knowledge, choose to upload files individually or as a file group.

Can I add instructions to other knowledge types like SharePoint?

You can't add instructions to knowledge sources other than file groups.