Replace a custom Knowledge source when its document changes, its audience needs correcting, or you have changed the AI provider used for indexing. This concerns Settings → Knowledge references, separate from your billing system’s published knowledge base.

Prepare a controlled replacement

Open PD AI Assistant → Settings → Knowledge. Find the existing source in Indexed sources and note its exact title, Visible to, passage count and Embedded with provider. Keep the original document outside the assistant so you can prepare the replacement.

There is no edit or re-index button for an existing source on this screen. Add to knowledge base creates a new entry, even when its title matches an older entry. A changed provider does not convert existing sources automatically.

For an ordinary document revision, prepare and index the replacement before retiring the old entry, during a controlled period when nobody relies on answers from conflicting copies. If the old source has the wrong audience or contains unsuitable information, remove it promptly rather than keeping it accessible while preparing a replacement.

Add the reviewed version

1. Check the active provider in Settings → Provider & connection. Return to Knowledge and check its Indexing with summary.
2. Under Add a source, enter a distinguishable Title, such as the procedure name and revision month.
3. Set Who can this reach? deliberately. Staff only is for staff retrieval. Staff + your customers makes the reference available to customer conversations generally; it is not a private document for one account.
4. Paste the reviewed text or upload a supported file. Text files can be reviewed in the text box; PDF and Word text is extracted when you add it. If you selected a PDF or Word file, do not expect pasted edits to replace that file’s contents.
5. Click Add to knowledge base and read the indexing result. Confirm the new row, audience, provider and passage count before continuing.

Indexing sends document text to the connected embedding provider, including Staff only material. Use only content suitable for that destination. If indexing fails, inspect the list and error before retrying; do not assume an error means no entry was created.

Retire the old reference

Use the old row’s Delete action and confirm Delete source after identifying it carefully. Check that the intended old row has disappeared and the replacement remains. Repeat for other superseded copies; a similar title is not automatic deduplication.

Ask a new question with a distinctive fact from the revised document and review the answer and source citation. After switching providers, rebuild the references you still need rather than assuming old indexed material remains suitable.

Deleting a source removes its indexed passages from custom Knowledge. It does not remove text already quoted in conversation history, remembered facts, or records held by the provider. If the replacement cannot be verified, retain the source title, intended audience, provider, original indexing result and redacted error while your hosting team checks the current entries; do not attach confidential source documents to diagnostics.

See the PD AI Assistant WHMCS guide for related tasks, or explore PD AI Assistant.