How to Use AI Collections in Easy8

Introduction

This guide will show you how to use AI Collections in Easy8. Collections are structured sets of knowledge that the AI uses to answer questions or generate replies. By creating and managing collections, you control what the assistants like the Knowledge Assistant can draw from.

Target Audience

Administrator

Prerequisites

Administrator access in Easy8
Easy AI plugin activated
AI activated for your user account
Existing internal knowledge or documentation to add as a data source

How to Use AI Collections

Step 1: Open the AI Assistant Dashboard

Go to the global menu and click Administration >> AI Assistant Dashboard.

Step 2: Access "Collections"

On the right side of the AI dashboard, click Collections. This will display all existing collections and allow you to create or manage them.

Step 3: Create a New Collection

Click the New collection button. You will first be asked to enter a name. Once saved, the collection will be created in VectorDB and its status will change from creating to created.

After this step, you will see the full collection interface, including tabs and a sidebar.

Tabs in the collection include:

History – Tracks system updates like creation and changes
Attachment data sources – Upload internal files like PDFs or documents
Web URL data sources – Link specific external URLs
Web Crawler data sources – Index full websites or sections
Confluence data sources – Connect your Confluence wiki
Task data sources – Pull content from Easy8 tasks
Knowledge Base data sources – Use content from your internal KB

Sidebar actions include:

Edit – Change the name of the collection
Recreate in VectorDB – Rebuild the collection if needed
Delete – Permanently remove the collection
Collection permissions – Manage who can view or use this collection
Collections – Return to the full list of all collections

💡 Tip: Collections are reusable. You can create them for specific topics (e.g. support, documentation, onboarding) and assign them to any prompt template.

Step 4: Save and Use the Collection

Once set up, make sure the collection is Active so it can be used by the AI.

Collections are typically linked to:

Prompt templates, which define how assistants interact with the data
Assistants like the Knowledge Assistant, which use the assigned collection for answering user questions

Viewing All Collections

After creating one or more collections, you can view and manage them from the Collections overview page in Administration >> AI Assistant Dashboard >> Collections.

This screen shows a table of all collections in your system. The columns include:

Name – The name you gave to the collection
UUID – A unique ID of the collection
Status – Such as “created”, “creating”, or “destroying”
Default – If the collection is marked as a default one

You can also see whether each collection is public. A label next to the name indicates if it’s Public or not. This visibility setting determines whether other users and assistants can access the collection content.

From here, you can:

Click a collection name to open and configure it
Use the sidebar to quickly access related areas (Prompt templates, Feedbacks, Easy AI Settings)

💡 Tip: Use this screen to monitor collection health and visibility, and manage who has access to each dataset.

Troubleshooting

I can’t see the Collections tab:
→ Make sure you are in the AI Assistant Dashboard and that Easy AI is installed.
The AI isn’t using my collection:
→ Check that the collection is marked as Active and that it’s assigned to a prompt template used by the assistant.

Conclusion

You have now created and configured an AI Collection in Easy8. Collections allow you to connect important internal knowledge to Easy AI features and ensure that assistants respond with relevant and verified information.