Working with the list
Browsing, filtering, single and batch actions, importing, Golden Question templates
The list is the way into the knowledge base, at /knowledge-base.
The toolbar
Five buttons sit at the top right:
| Button | What it does |
|---|---|
| Manage Categories | Create, rename, reorder and delete categories. Categories have to exist here first before an entry can use one |
| Manage Tags | Create, rename and delete tags. Tags are for finding things in the admin; they do not affect the chat |
| Golden Question | Apply question templates the platform has already validated |
| Import | Bring in many entries at once from a .md or .csv file |
| Add Q&A | Open the new entry page |
A category cannot be deleted until its entries have been moved or deleted. Deleting a tag simply unbinds it — the entries themselves are untouched.
Search and filters
Search matches against Question, Answer and Category at once. Three dropdown filters stack on top of it:
- Category
- Tags
- Import batch — narrows the list to one import run
You can sort by Category or Question, clicking the column header to flip the direction. Within a category, entries are ordered newest first.
The columns
| Column | Notes |
|---|---|
| Question | Truncated past 25 characters; hover for the full text. Golden questions carry a lock badge |
| Category | |
| Tags | On desktop only the first is shown, the rest collapse into +N; hover to see them all |
| Retrieval Status | See the four states |
| Visibility | A power icon — green for Listed, red for Delisted |
| Content | Character count and image thumbnail; the eye icon opens a read-only preview |
| Answers (30d) | How often this entry was used as an answer in the last 30 days. Always 0 for drafts |
| Actions | The ⋯ menu |
The eye icon lets you read the full answer without opening the editor:
Acting on one entry
The ⋯ menu at the end of each row changes with the entry's state — it does not show every action all the time:
For a listed entry:
For a delisted one, Delist becomes Relist and there is no Resync:
| State | Available actions |
|---|---|
| Unsynced / Draft | Sync, Edit, Delete |
| Synced (edited since) | Resync, Delist, Edit, Delete |
| Synced (unchanged) | Resync, Delist, Edit, Delete |
| Delisted | Relist, Edit, Delete |
| Unsynced / Indexed | Edit, Delete, plus a disabled hint explaining that the batch needs rerunning |
A line at the top of the menu states the current state, for example "Draft, not yet indexed".
An empty answer cannot be synced
Entries created from a Golden Question template but not yet answered have Sync disabled, with the hint "Fill in the answer before syncing".
When a sync is blocked by duplicate detection
Every sync runs a hard duplicate check first. If it matches an existing entry too closely, the sync fails and you are taken to the editor, where the conflicting entries are listed so you can deal with them.
If similar entries turn up after a successful sync, a dialog lists them for information only. The sync already happened — whether to do anything about the overlap is up to you.
Batch actions
Ticking the checkboxes brings up a floating bar at the bottom of the screen with Batch Sync, Batch Relist and Batch Delist.
The limit is 20 entries per run, and what you may select is tightly constrained:
| Action | Selectable states |
|---|---|
| Batch Sync | Draft, Indexed |
| Batch Relist | Delisted |
| Batch Delist | Synced |
Indexed entries cannot be batch listed or delisted
If an entry in the "Unsynced / Indexed" state ends up in a Batch Relist or Batch Delist selection, the whole batch is rejected with "Staged entries cannot be batch listed/delisted; please sync first". Sync those entries first.
The result dialog groups every entry into one of four outcomes:
- Success
- Duplicate Detected — each one gets an "Ask AI to rewrite" button that jumps straight to that entry's editor
- Failed
- Already in target state (Skipped)
Walkthrough
Importing in bulk
Two formats are supported:
.md— H1 is the category, H2 is the question.csv— columnscategory,heading,content
The result shows counts for created, updated, skipped and failed, with a per-line reason for each failure.
An existing question is updated, not duplicated
When a question already exists, the import updates its answer rather than creating a second copy. Those entries have to be resynced individually from the list before the change takes effect, and the draft-level change cannot be undone.
After an import the list filters itself to that batch, and a bar appears with Clear unsynced drafts from this batch.
That button only removes drafts that have not been synced. Anything from the same batch that was already synced is left alone, and the result tells you how many were skipped.
Golden Question templates
Golden Questions are a set of questions the platform has already validated. Applying them creates drafts that have the question filled in and the answer pending, with the question locked against editing.
Tick the ones you want and confirm. The result reports three counts: created, skipped as already present, and skipped because the category was deleted. Any question that reads as close to an existing entry is flagged — those are the ones likely to be blocked by duplicate detection at sync time.
Fill in the answers and sync each entry afterwards.
Deleting
Delete from the ⋯ menu; a confirmation dialog follows. This cannot be undone.
On a phone
The same features rearrange into cards on a small screen. Nothing works differently.
