Knowledge Base Management
Overview
The Knowledge Base is the collection of data sources that power your chatbot's intelligence. Managing it effectively ensures your AI provides accurate, up-to-date responses based on the most relevant information.
Managing Your Data
The Items Table
Below the upload section on your project page, you'll find the
Knowledge Base Items table. This shows every file, URL, and website crawl currently stored in your chatbot's memory.
Key Columns:
- Type: Indicates if it's a Document, Scraped URL, or Website Crawl.
- Filename/Source: The name of the file or the URL address.
- Status:
- ⏳ Processing: We are extracting text and preparing it for the AI.
- ✅ Completed: The item is fully indexed and ready for use.
- ❌ Failed: An error occurred (e.g., corrupted file or broken URL).
- Tokens: The amount of AI "memory" this specific item consumes.
Operations & Actions
Updating Content
To update a document or a webpage:
1.
Delete the old version from the table using the trash icon.
2.
Upload the new version in Step 2.
3.
Rebuild Vector Store: Crucial! The chatbot won't "know" about the update until you click "Build Vector Store" again to refresh its index.
Bulk Deletion
If you need to clear out many items at once:
1. Use the checkboxes on the left side of the table to select multiple items.
2. Click the
"Delete Selected" button that appears.
3. This is particularly useful after a large
Website Crawl if you want to remove irrelevant pages.
Best Practices
✅ Descriptive Filenames: Rename your PDFs to something clear (e.g., 2024_Refund_Policy.pdf) before uploading so you can easily find them later.
✅ Monitor Failed Items: Periodically check for ❌ status. Delete failed items and try re-uploading them to ensure your knowledge base is complete.
✅ Manage Your Quota: Keep an eye on the "Items Left" counter. If you're running low, delete outdated or redundant files to free up slots.
Troubleshooting
💡 Item stuck in "Processing"?
Large files or deep website crawls can take up to 15 minutes. If an item is stuck for over 30 minutes, delete it and try again.
💡 Incorrect data in responses?
Check if you have conflicting documents (e.g., an old and a new policy). Delete the old version and rebuild the vector store.
💡 Cannot delete an item?
Ensure the item isn't currently being used in an active vector store build. Refresh the page and try again.
Next Steps
