Sync & versions

How file updates reach agents through sync and knowledge versions.

A knowledge base uses files from its datasets. Update a file, then sync it to create a knowledge version. Agents use the latest completed version, so sync provides a controlled way to update their source knowledge.

Open a knowledge base and select Datasets to manage file updates and sync status.

At a glance

Goal	Action	Result
Update knowledge	Upload a new file version, then sync it.	Agents use the updated content after sync completes.
Review changes	Open the knowledge version menu.	See versions and the change that created each one.
Keep a dataset current	Enable auto sync.	Eligible new files sync automatically.
Resolve an issue	Filter for items needing attention.	Find failed and stale files.

How updates reach agents

File → dataset → sync → knowledge version → agents

A dataset holds source files. Adding or replacing a file does not update a knowledge base immediately. The file remains Ready to sync until you sync it.

A completed sync is live. There is no draft or publish stage. Validate important updates in Try Knowledge, then compare answers with the previous version when needed.

Before sync

• A new file version remains outside the knowledge base.
• Agents continue using the previous knowledge version.
• You can review the replacement before it becomes active.

After sync

• Each synced file creates a knowledge version.
• Agents use the latest completed version.
• The file status changes to Synced.

Knowledge and file versions

Knowledge versions record how the knowledge base changed. The version history shows the latest version first, including:

• The file that a sync added.
• A dataset attachment.
• The initial knowledge-base version.

Each completed file sync creates a separate knowledge version. Version numbers only increase. Earlier versions remain available for queries in Try Knowledge, but you cannot make an earlier version current.

To update a file, select ⋮ → Upload new version, then choose the replacement from your computer, Google Drive, OneDrive, SharePoint, or a website. The file retains its name and receives the next file version number. Use Version history to review earlier file versions.

Cloud-source changes do not sync automatically. When a source changes in Google Drive, OneDrive, or SharePoint, upload the new version before you sync it.

Sync files

Choose the scope that matches your change:

All ready files

Select Sync ready files to sync every ready file across the knowledge base. This option is unavailable when no files are ready.

One dataset

Select Sync N ready on a dataset to sync only that dataset's ready files. Use Re-sync all when no files are ready but the dataset needs syncing again.

Dataset actions

Use the dataset menu for targeted actions:

Action	Use it when
Sync all preprocessed files	All processed files in the dataset should be current.
Force re-sync everything	You need to rebuild this dataset's contribution.
Retry failed files only	Only failed files need another attempt.
Upload files to dataset	You have new source material.
Detach dataset	This knowledge base should no longer use the dataset.

Force re-sync everything processes every file again. Each synced file creates a version. Use Retry failed files only when failures are isolated.

Auto sync

Enable Auto sync from the dataset menu when new files should sync without manual action. Use manual sync for content that requires review before agents use it, such as policies or rate information.

Understand statuses

Dataset status shows whether its files are available to the knowledge base. The status summary tracks attached files, fully synced datasets, ready files, files in progress, and failed files.

Dataset status	Meaning
Not synced	No files from this dataset are in the knowledge base.
Partially synced	Some files are synced and others are not.
Auto sync	New eligible files sync automatically.

Each file has independent discovery and sync statuses.

Discovery status

Status	Meaning
Discoverable	Indexed and searchable.
Preparing for discovery	Being indexed.

Sync status

Status	Action
Ready to sync	Sync the file.
Syncing	Wait for completion.
Synced	No action is needed.
New version available	Sync the newer file version.
Sync failed	Retry the file.
Not eligible	Wait for discovery to finish.

A file can be Discoverable and Ready to sync. It is searchable as a source, but agents do not yet answer from it.

Resolve items needing attention

Items need attention when a file failed or a newer file version is available. Select Review to see those items, or filter by All, Needs attention, Ready to sync, Processing, or Synced. Search by dataset or file name to find a specific item.

For failed processing, retry the file after addressing the source issue. See When processing fails for common causes and retry guidance.

One dataset can support several knowledge bases. Syncing it in one knowledge base does not update the others. Each knowledge base maintains its own sync statuses and knowledge versions.

Related

Title

Knowledge

Description

Create knowledge bases and work with them.

Target

Knowledge

Title

Datasets

Description

Add files from uploads, cloud drives or a website.

Target

Datasets

Title

Try Knowledge

Description

Query any version and see the chunks behind each answer.

Target

Try Knowledge

Title

Knowledge FAQs

Description

Short answers about sync, versions and files.

Target

Knowledge: FAQs & Troubleshooting

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Maintained by Abhishek Paul AI-assisted, human-approved