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Keeping your knowledge base accurate requires more than a one-time upload. As your content evolves — products change, policies update, documentation grows — you need to refresh and reorganize your sources to ensure your agents are always working from current information. Beenos Solutions gives you a full set of tools for viewing source status, triggering re-indexing, editing metadata, and removing stale content.

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Viewing Your Sources

Open any knowledge base and select the Sources tab to see a list of every source you’ve added. Each source displays its name, type (Document, URL, or Text), date added, and a color-coded status badge: Click any source row to open its detail panel, where you can view chunk counts, storage usage, and the full source metadata.

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Refreshing a Source

Refresh a source to re-crawl its URL or re-process its file content and update the index with the latest version.
1

Open the Sources list

Go to Knowledge Base in the left sidebar, select your knowledge base, and click the Sources tab.
2

Select the source to refresh

Click the source you want to update to open its detail panel.
3

Click Refresh

Click the Refresh button in the top-right of the detail panel. For URL sources, Beenos Solutions re-crawls the original URL (and any sub-pages if recursive crawl was enabled). For document and text sources, the existing content is re-parsed and re-indexed.
4

Wait for indexing to complete

The source status changes to Processing during the refresh. Once indexing finishes, the status returns to Indexed and the Last Indexed timestamp updates.

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Editing Source Metadata

You can update a source’s display name, tags, and description at any time without triggering a re-index. Metadata changes take effect immediately.
  1. Open the source detail panel from the Sources tab.
  2. Click Edit Metadata in the panel header.
  3. Update any of the following fields:
    • Name — the label shown in search results and agent source attribution.
    • Tags — comma-separated labels you can use to filter sources (for example, legal, product, support).
    • Description — a short note about the source’s content or purpose, visible only to your team in the dashboard.
  4. Click Save to apply your changes.

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Removing a Source

Deleting a source permanently removes all of its indexed content from the knowledge base. Any agent connected to this knowledge base will lose access to that content immediately. This action cannot be undone — you would need to re-add and re-index the source to restore it.
1

Open the source detail panel

From the Sources tab, click the source you want to remove.
2

Click Delete Source

Scroll to the bottom of the detail panel and click Delete Source. A confirmation dialog appears.
3

Confirm deletion

Type the source name in the confirmation field to verify your intent, then click Delete. The source is removed from the list and its content is purged from the index.

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Bulk Operations

To act on multiple sources at once, use the bulk selection mode in the Sources list.
  1. Check the checkbox to the left of each source you want to include, or check the header checkbox to select all visible sources.
  2. A bulk action toolbar appears at the bottom of the screen with the following options:
    • Add Tags — apply one or more tags to all selected sources simultaneously.
    • Delete — remove all selected sources and their indexed content. The same permanent-deletion warning applies; a single confirmation prompt covers all selected sources.
  3. Confirm the action when prompted. Bulk deletions are processed in the background — the sources disappear from the list as each deletion completes.
For URL sources that contain frequently updated content — such as a changelog, a news section, or a live help center — set up an automatic refresh schedule when you add the source. Scheduled refreshes (Daily, Weekly, or Monthly) ensure your agents always query the latest version without requiring manual intervention. You can also update the schedule at any time from the source detail panel.