Knowledge bases
Knowledge source refreshes
Refreshing re-runs extraction and indexing for an existing supported source without discarding the last successful version first. Stand activates the replacement only after it succeeds, so attached Stand-ins keep using prior knowledge through a failed or in-progress refresh.
- Availability
- Manual refresh follows source availability; nightly sitemap refresh is Business-only
- Configured in
- Dashboard → AI Stand-ins → Knowledge bases → expand a knowledge base → Sources → Re-crawl or Re-ingest
- Category
- Knowledge bases
- Reference status
- Current
Replacement lifecycle
| State | Stand-in-visible knowledge |
|---|---|
| Refresh queued or running | The prior successful version remains active while replacement work proceeds. |
| Refresh succeeds | The replacement becomes current atomically and future retrieval uses it. |
| Refresh fails | The prior successful version stays active; the task and source expose the failure for customer review. |
| Refresh cancelled | Active replacement work stops where cancellation is supported, without promoting partial content. |
Refresh methods by source
- Website sources can be manually re-crawled on every plan that supports them.
- Uploaded documents can be replaced on Pro and Business with a new supported file.
- Sitemap sources can be manually re-ingested on Pro and Business.
- Business can additionally enable nightly sitemap processing for new or newer pages with usable
lastmoddates.
Usage during replacement
The active and replacement versions can coexist internally while a safe replacement is built, but customer-visible plan accounting is based on authoritative indexed content rather than permanently summing both versions.
The completed replacement still must fit the organization’s page and indexed-content entitlements. Downgraded organizations above allowance remain visible in grace or read-only state and cannot start new refresh work until they are within the current plan.
When Stand-ins see the change
- AI Stand-ins continue retrieving from the old successful source while the new version is incomplete.
- A successful source replacement changes future retrieval without requiring the knowledge base to be detached and reattached.
- An already generated AI message is not rewritten when knowledge refreshes.
- Try it out is the direct way to check future retrieval after a successful refresh.
Ownership and failure boundaries
- Only the owning rep can initiate refresh, replacement, cancellation, or deletion for their source.
- A success status confirms ingestion, not that every possible future question will retrieve the desired passage.
- Failed new work does not delete the prior version, but the customer should review the failure rather than assuming the source is newly current.
- Automatic sitemap refresh is not a substitute for manual full re-ingest when entries lack reliable change dates.
Example
The screen below shows the feature in its normal Stand context. Labels and surrounding controls may vary with account state and plan.
