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Maintain the accuracy of your AI bot's responses effortlessly. The Auto Refresh feature for Knowledge Base links allows your CRM to automatically re-crawl and re-train the web pages you've linked to your knowledge base on a scheduled basis. You can set this to happen daily, weekly, or monthly. This ensures your bot always provides customers with the most current information, all without requiring your team to perform manual updates. Configure the schedule once, and you can monitor the status of all your links from a central dashboard.

Understanding Auto Refresh

Auto Refresh automates the process of updating your Knowledge Base. Instead of you having to manually trigger a refresh for each linked webpage, the CRM system will periodically visit those URLs, extract the latest content, and retrain your AI bot with the new information. This is essential for keeping references to product details, pricing, or policy pages accurate and reliable over time.

Key Benefits

Consistent Accuracy: Your bot's answers are always based on the most recent version of your web content.
Operational Efficiency: Save significant time by automating a repetitive task, especially when managing many links.
Reduced Errors: Minimize the risk of providing outdated information due to a forgotten manual update.
Flexible Scheduling: Choose a refresh cadence (Daily, Weekly, Monthly) that matches how often your source content changes.
Controlled Workload: Schedule refreshes to avoid putting excessive load on your web servers during peak hours.

Setting the Refresh Frequency

You can configure how often the automatic refresh occurs. The frequency you choose should reflect how frequently the content on your linked pages is updated.

Navigate to your AI Agents section and select Knowledge Base.
Choose the specific knowledge base you want to configure and click on Web Crawler.
Locate and click the Auto Refresh icon (typically depicted as circular arrows).
Select your desired schedule: Daily, Weekly, or Monthly.
Click Save to activate the schedule.

Monitoring Refresh Status and Logs

After setting up Auto Refresh, you can monitor its activity from the Web URLs table. The Status column provides immediate insight into each link's current state.

Getting Data: The system is currently crawling the webpage.
Trained: The content has been successfully refreshed. Check the Last data refreshed at timestamp to see when this occurred.
Failed: The system encountered an error while trying to crawl the page. You may need to check the link's accessibility or retry the refresh manually.

Best Practices

Use Stable URLs: Link to pages that are publicly accessible and do not change their address frequently.
Optimize Page Size: Very long or complex pages may take longer to process or could time out.
Regularly Audit Failures: Periodically check for links with a Failed status and address the underlying issues.
Schedule Wisely: For a large number of links or very large websites, consider a weekly or monthly schedule to distribute the system load.
Prioritize Critical Content: Set a daily refresh for links containing information that changes often and is critical for customer interactions.

Frequently Asked Questions

Q: Is there an additional cost for using Auto Refresh?
A: No, automatic refreshes are included as part of your standard AI feature usage.

Q: What happens if a refresh fails?
A: The link's status will change to Failed. The bot will continue to use the last successfully trained content until a refresh succeeds.

Q: Does Auto Refresh update custom Q&A pairs I've created?
A: No. Auto Refresh only applies to content crawled from web URLs. Custom Q&A pairs must be updated manually.

Q: Can I use Auto Refresh on an entire domain, not just single pages?
A: Yes, the feature can be applied to domain-level crawls. The performance and time required will depend on the size and depth of the website.

Q: Can I temporarily turn off Auto Refresh?
A: Yes. You can disable the automation and re-enable it later without losing your configuration.