Every Knowledge source has a status that shows whether it is available to apps, coworkers, and chats.
The three statuses
- Processing means Appaca is preparing the file. It is not available yet.
- Ready means the source can be assigned and used.
- Failed means Appaca could not prepare the file.
Assignment lists show only Ready sources.
When a source fails
There is no retry action for a failed source.
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Check the file
Confirm it is no larger than 10 MB. PDFs must be 500 pages or fewer and contain selectable text.
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Prepare a corrected copy
Run OCR on a scanned PDF, split an oversized document, or save readable content in another supported format.
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Replace the failed source
Delete the failed source, choose Add new, and upload the corrected file.
When a source stays on Processing
Use refresh first. If a source remains on Processing, delete it and upload it again. Contact support if the replacement also does not finish.
Tags
Tags are workspace-wide labels for organizing Knowledge. Use the filter action beside Search knowledge to show sources with selected tags.
Two things to know about how they behave:
- Tags are set at upload time only. There is no way to add, change, or remove a tag on an existing source. If the tags are wrong, the source has to be re-uploaded. Decide the tag before you save.
- Tags are lowercased.
Financeandfinanceare the same tag, which keeps the list from filling with near-duplicates.
Useful schemes include owning team (support, finance), material type (policy, playbook), and lifecycle (current, superseded).
Keeping the library trustworthy
Remove outdated or duplicate sources. If two current sources differ, state which one takes priority in the coworker’s instructions.