Working with the editor
Fields, the action bar, AI assistance and unlocking golden questions
The editor lives at /knowledge-base/{id}/edit. You reach it from the ⋯ menu on the list, from the content preview dialog, or from the "Ask AI to rewrite" button in a batch result.
Layout
On a desktop there are three areas:
- Header — back button, the question as a title, the state badge, and the action bar
- Main — Question and Answer, both required
- Side panel — Category, Tags, Reference Link, Image Reply, and three read-only figures
On a phone the side panel collapses into a "Category, tags, links, image" section and the action bar is pinned to the bottom of the screen.
Fields
| Field | Required | Limit |
|---|---|---|
| Question | ✅ | 100 characters |
| Answer | ✅ | 300 characters, with a live current / limit counter that turns red when exceeded |
| Category | ✅ | Chosen from existing categories only |
| Tags | Several allowed, existing tags only | |
| Reference Link | Title and URL — fill in both or neither | |
| Image Reply | The entry has to have been synced before an image can be attached |
The reference link has extra rules: the URL must start with https:// and stay under 256 characters; the title must not exceed 20 display width (2 per full-width character, 1 per half-width) and cannot contain line breaks or control characters.
What the image reply does
Once attached, the image is sent along with the answer when this entry is retrieved and is the most relevant match for that turn. Images are uploaded under Image Management; here you only pick one from the library.
Below the answer field, Fullscreen writing gives you room for longer answers.
The action bar
The buttons change with the entry's current state:
| State | Primary | Secondary | Visibility switch |
|---|---|---|---|
| Unsynced / Draft | Save & List | Save Draft | Disabled, off |
| Unsynced / Indexed | Save & List | — | Disabled, off, labelled "Not Listed" |
| Synced | Save & List | — | Enabled, on |
| Delisted | Save | — | Enabled, off |
In the delisted state the primary button does not relist
While delisted the primary button reads Save, not Save & List — it syncs the content to the index and leaves the entry delisted. Use the visibility switch to bring it back.
The two save buttons differ:
- Save & List / Save — saves and syncs to the retrieval index
- Save Draft — saves only, leaving the index alone. Offered in the draft state only
The overflow menu
The ⋮ at the far right of the header holds two items:
- Force Resync — rebuilds the index when the content has not changed. Only available while Synced with no pending changes; disabled otherwise
- Delete — removes the entry, irreversibly, and returns you to the list
AI assistance
AI Optimize Suggestion
Suggests rewrites for the question and the answer with a reason for each, and checks for duplicates as it goes. The suggestion sits above the original for comparison, and you can accept the parts you want.
Accepting only fills the form — you still have to save. The AI never writes to the database directly.
Generate Split Suggestion
When the answer exceeds 300 characters, Generate Split Suggestion appears next to the error. The AI proposes several shorter entries, each with its own "Create as draft" button.
Split entries inherit whatever category is currently in the form and are created as drafts. The original entry is not changed or deleted for you.
Duplicate detection
Saving and syncing runs a hard duplicate check. On a match the save fails and the similar entries are listed on the page with a similarity percentage.
Nothing is saved when the check fails
Your edits are not stored at that point. Either make the entry less similar, or go and deal with the entry it conflicts with, before saving again.
The check looks for near-verbatim similarity. A genuinely reworded version of the same question will not be caught. If the embedding quota is exhausted or unconfigured, the check is skipped and a notice says so.
Locked golden questions
Entries created from a Golden Question template have the question field locked; the answer stays editable. Unlock Question sits at the top right of the question field.
Think before unlocking
These questions have been validated by the platform. Editing one may mean it no longer passes Q&A testing, and confirming that is on you. If you just want a different phrasing, adding a custom question keeps the original intact.
The figures
Three read-only values sit at the bottom of the side panel:
- Answers (last 30 days) — how often this entry was used as an answer
- Last synced — when it last entered the retrieval index
- Last updated — when it was last saved
If those two timestamps disagree, the entry has been saved but not yet synced.