Managing Documents | Knowledge Base Feature

The knowledge base dashboard shows all indexed documents with tools to view, refresh, exclude, and delete content. Keep your knowledge base current by regularly reviewing and maintaining your document collection.

Viewing Your Documents

Access your knowledge base documents at Assistant → Knowledge Base in your dashboard.

Document List

The document list shows:

Document name

Document created date

Syncing status

Actions

Managing Sitemap Imports

If you have saved a sitemap, the Knowledge Base page shows the active sitemap URL above the document list. Nobi checks that sitemap twice daily at 11 AM and 11 PM Eastern Time and adds newly discovered pages automatically.

Changing or Removing the Saved Sitemap

Use Change sitemap when you want Nobi to read a different sitemap going forward. Use Remove when you want to stop future sitemap checks. Removing a saved sitemap does not remove documents that were already imported from it.

Sitemap-Managed Documents

Documents imported from a sitemap behave like other knowledge base documents, but they also remember which sitemap created them. This lets Nobi avoid duplicates when the same sitemap is imported again.

Excluding and Re-Including Pages

Exclude a sitemap-managed page when you do not want Nobi to use that page in answers. Excluded pages are not searchable and are not refreshed. They remain in the dashboard so you can re-include them later.

If you re-include an excluded page, it becomes eligible for indexing and can be refreshed again. Future sitemap imports will not create a duplicate for an excluded or re-included page.

Refreshing Documents

Refresh documents to update their content with the latest version. This re-processes the entire document, replacing old content with new.

When to Refresh

Automatic refreshes happen twice daily (every 12 hours) for all documents. Use manual refresh when:

You've updated content and need it available immediately

You've fixed errors on a web page

You've replaced an uploaded file

A document shows incorrect or outdated information

You want to verify recent changes were captured

How to Refresh a Document

From the document list:

Find the document to refresh

Click the refresh icon (↻) in the Actions column

Status changes to "Indexing"

Wait 1-3 minutes for processing to complete

Status returns to "Indexed" when finished

Note, only web page sources can be refreshed

What Happens During Refresh

When you refresh a document:

Nobi fetches the latest content from the source URL

Extracts and processes new text

Deletes old chunks from the database

Creates new chunks with updated content

Updates embeddings for semantic search

Refresh Status

During refresh:

Document remains searchable - Old content is available until refresh completes

Status shows "Indexing" - Visual indicator that refresh is in progress

Last indexed time updates - Shows when refresh started

Processing time - Usually 1-3 minutes, same as initial indexing

If refresh fails:

Status changes to "Error" - Shows error message

Old content remains - Previous version stays searchable

Try again - Click refresh to retry

Deleting Documents

Remove regular documents from your knowledge base when they are no longer needed. Sitemap-managed documents can also be excluded, which removes them from search while preserving the record so future sitemap imports do not recreate them.

When to Delete

Delete documents when:

Content is permanently outdated or incorrect

The source page has been removed or moved

You no longer want Nobi to reference this information

You're reorganizing your knowledge base

The document was added by mistake

Note: If content is temporarily unavailable or being updated, consider leaving it indexed rather than deleting. You can refresh it once updates are complete.

How to Delete a Document

From the document list:

Find the document to delete

Open the Actions menu and choose Delete or Exclude

Confirm deletion in the popup

Document is immediately removed from the list

What Happens When You Delete

What happens depends on the document source:

For regular documents:

Document is removed from the knowledge base

All chunks are deleted from the database

Document no longer appears in search results

Nobi cannot reference this document in future responses

Document is removed from your dashboard list

For sitemap-managed documents:

The page is excluded from search

The page is not refreshed while excluded

Future sitemap imports do not recreate a duplicate document for the same URL

You can re-include the page later if you want Nobi to use it again

For uploaded files:

The file is also deleted from cloud storage

This action is permanent and cannot be undone

Managing Documents In Your Knowledge Base Viewing Your Documents Document List Managing Sitemap Imports Changing or Removing the Saved Sitemap Sitemap-Managed Documents Excluding and Re-Including Pages Refreshing Documents When to Refresh How to Refresh a Document What Happens During Refresh Refresh Status Deleting Documents When to Delete How to Delete a Document What Happens When You Delete