An article the chatbot can find is one that has been synced — sent to be indexed so it can be searched. Publishing alone does not do it.
What happens automatically
With auto-sync on, which is the default, Sohay watches your articles and keeps the index current by itself:
- Publishing an article queues it for indexing.
- Editing a published article re-queues it.
- Unpublishing or deleting one removes it from the index.
Syncs run in the background, not while you wait on the Save button. An article is usually searchable within a minute or two.
When to press Sync All Articles
Sohay → KB Settings → Dashboard has a Sync All Articles button. You need it less often than you might think:
- The first time, after writing your first batch.
- After a bulk change that did not go through the editor — an import, a migration, a search-and-replace across the database.
- After turning auto-sync back on, to catch anything that changed while it was off.
- When the Dashboard shows articles stuck as Pending or Error.
Otherwise, leave it alone. It sends every article to be re-indexed, which costs time and tokens for work that has usually already happened.
Reading the status
The Dashboard shows a count against each state:
| State | Meaning |
|---|---|
| Synced | Indexed and searchable |
| Pending | Queued, not processed yet |
| Syncing | In progress right now |
| Outdated | Changed since it was last indexed |
| Error | The last attempt failed |
Pending and Outdated resolve themselves as the queue drains. Error does not — see When a Knowledge Base sync fails.
What actually gets sent
The article’s title and body, converted to plain text, plus its URL so the chatbot can cite a real link.
This goes to OpenAI — specifically to its Files and Vector Stores — and it does so whichever provider answers your chats. If you are on Gemini and have no OpenAI key saved, syncing has nowhere to go.
Drafts are never sent. Only published articles are indexed.
Turning auto-sync off
There is a setting for it under KB Settings. Reasons to use it are narrow: a bulk edit where you would rather queue one sync at the end than a hundred along the way.
Turn it back on afterwards, then press Sync All Articles once. It is easy to leave off and spend a week wondering why edits are not reaching the chatbot.
Where to go next
When a Knowledge Base sync fails for the Error state, and Article length and how content is processed for what happens to long articles.
