Overview
The four states of an entry, how visibility differs from sync status, and what each of the two pages is for
The knowledge base holds frequently asked questions, house rules and policy answers. Each entry has three required fields — Question, Answer and Category — and can also have tags and a reference link.
Adding or editing does not make it live
Saving only writes a draft. An entry has to be synced before it enters the retrieval index and the chat can find it.
What each page is for
| Page | Path | Handles |
|---|---|---|
| List | /knowledge-base | Browsing, filtering, batch actions, importing, switching states |
| Editor | /knowledge-base/{id}/edit | Editing one entry's content, AI assistance, deleting |
Sync, Relist and Unlist are available on both pages. The list suits handling several entries at once; the editor suits syncing right after you finish editing.
The four states
The "Sync status" column shows how the entry relates to the retrieval index:
| State | Shown as | Meaning |
|---|---|---|
| Draft | Unsynced / draft | Exists only in the admin; no retrieval index yet |
| Indexed | Unsynced / indexed | A batch sync stopped partway; the batch needs to be run again |
| Synced | Synced | The index exists and is up to date |
| Changed | Needs resync | Synced before, but the content has been edited since; the index is out of date |
There is one special case: entries created from a golden question template show Needs answer until the answer is filled in, and cannot be synced before that.
The "Unsynced / indexed" state only comes from an interrupted batch sync; single-entry actions never lead to it. When you see it, run the batch sync again — syncing the entry on its own has no effect on it.
Visibility and sync status are two different things
Two columns on the list are easy to confuse:
- Sync status: whether the index exists and whether it is up to date
- Visibility: Listed or Unlisted, that is, whether the chat can retrieve it right now
An entry can be "Synced" but "Unlisted": the index exists, but it has been deliberately switched off so it is not retrieved. To stop using an entry for a while without deleting it, unlist it.
A draft is never listed
Visibility shows "Listed" only when all three are true: the index exists, it is synced, and the entry has not been unlisted. A draft always shows as Unlisted even if it was never unlisted, because it has no index to retrieve yet.
Length and format limits
| Field | Limit |
|---|---|
| Question | 100 characters |
| Answer | 300 characters |
| Reference link title | Display width of 20 (full-width characters count as 2, half-width as 1) |
| Reference link URL | 256 characters, and must start with https:// |
| One batch action | 20 entries |
When an answer is over the limit, the editor offers "Generate split suggestion", which uses AI to split a long answer into several separate entries.
Managing the knowledge base over MCP
Besides working in the admin, you can let external AI tools (such as Claude Code, Codex or claude.ai) connect over MCP to manage the knowledge base: look up entries, categories and tags; create, edit and delete drafts; and sync, list and unlist.
An external tool needs a key to connect, which you issue on the MCP API keys page. When issuing a key you can limit which features it can use, for example letting the AI tool only create drafts while a person decides whether to sync. Content synced over MCP goes through the same content review before syncing.