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Saving artifacts to Knowledge

To add an artifact to Knowledge, open it, click Save to Knowledge, choose its groups, and click Save to Knowledge again to confirm. Until you do, the artifact stays out of Knowledge, though chat in the same project can still find it.

How it works​

Artifacts and documents​

Artifacts:

  • Are created in chat, through the API, or in Workflows
  • Are saved to your project
  • Can be opened
  • Can be edited, shared, exported, and saved to Knowledge, unless they're file-based
  • Aren't in Knowledge until you save them there
  • Follow the project's access, narrowed by their category if they have one

Documents:

  • Are entries in Knowledge that Knowledge Search can find
  • Are created from an artifact when you save it to Knowledge
  • Give chat context when Knowledge Search finds them
  • Have their own group-based access

The key difference​

Whether you create an artifact in chat, through the API, or in a Workflow, it's saved to your project. Chat in the same project can find it, but Knowledge Search won't return it until you save it to Knowledge.

Saving an artifact to Knowledge​

To save an artifact to Knowledge:

  1. Open the artifact you want to save
  2. Click Save to Knowledge
  3. Under Add to Group(s), choose groups, and under Add to Collection(s), any collections. Groups are required when your organization uses them
  4. Click Save to Knowledge to confirm. The artifact now has a document in Knowledge

What happens when you save​

Once saved:

  • A document that mirrors the artifact is created in Knowledge
  • Knowledge Search can find the document in chat
  • The document stays in sync when you edit the artifact
  • Only people in the groups you chose can find the document

Access control: projects and documents​

An artifact and its document have separate permissions.

Artifact permissions (project and category)​

An artifact is visible to people with access to its project. Filing it in a category is optional, and if you do, only people in the category's groups can see it.

Document permissions (groups)​

When you save to Knowledge, you choose which groups can see the document. Those groups are separate from the artifact's project and category access, so you decide who can find it through Knowledge Search.

Why separate permissions?​

You can control who can view the artifact, through its project and category, separately from who can find it through Knowledge Search, through the document's groups.

For example: you're working on a draft product roadmap in the "Product" category. Your product group can view and work on the artifact, but you don't want it showing up in Knowledge Search until it's final. Once it's approved, you save it to Knowledge and choose the broader groups who should find it.

Benefits of opt-in saving​

Curated Knowledge​

Knowledge holds the finished, useful content you chose to save, without every draft and iteration.

Cleaner search results​

Knowledge Search returns content someone deliberately saved, so results have less noise.

Privacy for work in progress​

You can create and refine artifacts without them showing up in Knowledge Search across your organization. Chat in the same project can still find them while you work.

Better context in chat​

Saving only your best, most accurate content keeps outdated drafts and experiments out of what Knowledge Search returns.

When to save to Knowledge​

Consider saving an artifact when:

  • It's final and ready to be referenced
  • It holds knowledge that will be useful in future work
  • You want people across your organization to find it
  • Chat should be able to find it through Knowledge Search

Consider leaving it out when:

  • It's a draft or still in progress
  • It's experimental or exploratory
  • It's for one-time use and won't be referenced again
  • It holds sensitive information you don't want searchable

Managing saved documents​

Viewing saved documents​

Go to Knowledge > Documents to see all documents, including those created from artifacts.

Syncing changes​

When you edit an artifact that's been saved to Knowledge, its document updates automatically, and Knowledge Search returns the new content. There's no need to save it again.

Removing from Knowledge​

To remove an artifact's document from Knowledge:

  1. Open the artifact
  2. Click Remove from Knowledge and confirm
  3. The document is removed from Knowledge. The artifact stays in your project, and Knowledge Search no longer returns it

Removing it from Knowledge doesn't delete the artifact.

Best practices​

Be selective​

Save only content that will be useful later, in search or in chat.

Choose the right groups​

Think about which groups should see the document before you save it. Consider:

  • Who needs to find this content in Knowledge Search?
  • Whose chats should be able to draw on this content?
  • How sensitive is this content?

Save finished content​

Wait until content is polished before saving it to Knowledge. You can always save it later.

Use clear titles​

Give artifacts descriptive titles that make sense in search results.

Organize with collections​

You can add the document to collections when you save it, or later.