Datasets Creating

Creating Datasets

This guide walks you through creating and setting up datasets in GT AI OS step by step.

Prerequisites

• You need appropriate permissions to create datasets
• Have documents ready to upload

Creating a New Dataset

Step 1: Access Dataset Creation

1. Go to Datasets in the sidebar
2. Click Create Dataset
3. The creation form opens

Step 2: Basic Information

Fill in the dataset details:

Field	Required	Description	Example
Name	Yes	Clear, descriptive name	"Q3 2024 Sales Reports"
Description	Yes	What this dataset contains	"Quarterly sales data and analysis for North America region"
Category	Yes	Category for organization	Create or select existing
Tags	No	Keywords for filtering	"sales", "q3", "2024", "reports"

Using Categories

Categories help organize datasets across your organization:

1. Select from existing categories or create a new one
2. Categories appear as filter options on the Datasets page
3. Common categories: Legal, Engineering, Sales, Marketing, HR, Operations

Tip: Coordinate with your team on category names to keep things consistent.

Using Tags

Tags provide additional ways to find datasets:

1. Enter keywords relevant to the content
2. Press Enter or comma to add each tag
3. Tags are searchable and filterable
4. Use multiple tags to improve discoverability

Tag examples:

• Content type: "reports", "policies", "procedures", "templates"
• Time period: "q1-2024", "annual", "monthly"
• Department: "engineering", "sales", "legal"
• Status: "current", "archived", "draft"

Step 3: Visibility Settings

Choose who can use this dataset:

Visibility	Who Can Access	Best For
Individual	Only you	Personal knowledge bases
Team	Selected team members	Team-specific resources
Organization	All users in your organization	Company-wide knowledge

Note: Only Tenant Admins can set Organization visibility. Once set, all users can access the dataset.

When selecting Team visibility:

1. Select which teams should have access
2. Team members will see the dataset in their list

Step 4: Vision Model (Optional) (Added in 2.0.36)

Configure a vision model to enable AI-powered image analysis for documents in this dataset.

1. Find the Vision Model dropdown (marked with a purple eye icon)
2. A default vision model is pre-selected automatically
3. To disable image analysis, select None - Images will not be analyzed

Option	Behavior
Vision model selected	Images in uploaded documents (PDFs, standalone images) are analyzed by AI. Descriptions are generated and made searchable via RAG.
None	Images are not analyzed. Standard text extraction only.

How it works: When a vision model is configured, the system extracts images from your documents (including embedded images in PDFs), sends them to the vision model for analysis, and stores the generated descriptions as searchable chunks — making your visual content discoverable through natural language queries.

Tip: Leave the default vision model selected unless you have a specific reason to disable image analysis.

Step 5: Create the Dataset

1. Review your settings
2. Click Create Dataset
3. The dataset is created (empty)
4. You're taken to the dataset detail view

Adding Documents

Step 6: Upload Your Documents

After creating the dataset:

1. Click Upload Documents or drag files into the upload area
2. Select files to upload

Supported file types:

Type	Extension	Notes
PDF	.pdf	Text is extracted automatically
Word	.docx	Modern Word format
Text	.txt	Plain text files
Markdown	.md	Markdown files
CSV	.csv	Tabular data
JSON	.json	Structured data
Image	.png, .jpg, .jpeg	Requires vision model for analysis

Limits:

• Maximum 50MB per file

Tip: For Excel files (.xlsx), convert to CSV for best results.

Step 7: Wait for Processing

When you upload documents:

1. Uploading: Files are transferred to the server
2. Processing: Text is extracted from files
3. Chunking: Text is split into searchable segments
4. Embedding: Each chunk is converted to a vector
5. Image Analysis (if vision model configured): Images are described by AI
6. Complete: Documents are ready for use

Processing time depends on document size and complexity. You can continue working while documents process.

Step 8: Verify Upload

After processing completes:

1. Check that all documents appear in the list
2. Verify document counts and sizes
3. Note the chunk count (segments created)

Using Your Dataset

Attach to Agents

To give an agent permanent access to your dataset:

1. Edit the agent (or create a new one)
2. Scroll to the Dataset Selection section
3. Search for your dataset by name
4. Check the box next to your dataset
5. Save the agent

Use During Chat

Add datasets to any conversation:

1. In the chat interface, click the paperclip icon
2. Select the dataset to reference
3. The agent can now search that dataset for the conversation

Best Practices

Naming Conventions

Use clear, descriptive names:

• Good: "Legal - Contract Templates 2024"
• Good: "Engineering - API Documentation"
• Avoid: "Documents" or "Stuff" or "New Dataset"

Content Planning

Before creating:

• Identify what documents you'll include
• Consider who needs access
• Plan the category and tags
• Keep datasets focused on specific topics

Quality Tips

Tip	Why
Use focused datasets	Better retrieval than one large dataset
Keep documents updated	Remove outdated information
Include diverse content	Cover different aspects of a topic
Avoid duplicates	Same content in multiple documents hurts quality

Managing Your Dataset

Adding More Documents

To add documents to an existing dataset:

1. Open the dataset
2. Click Upload Documents
3. Select new files
4. Wait for processing

Removing Documents

To remove a document:

1. Open the dataset
2. Find the document in the list
3. Click the delete icon
4. Confirm removal

Note: Removing documents triggers re-indexing.

Editing Dataset Info

To update name, description, category, or tags:

1. Open the dataset
2. Click Edit
3. Make your changes
4. Save

Next Steps

After creating your dataset:

• Add and manage documents
• Share with your team
• Attach to agents to provide knowledge