Available in Element Core. See our packages overview for details.

Overview

After you add sources, keep them organized, accurate, and easy to maintain. In this article, you’ll learn how to organize with folders and categories, view/sort/filter your sources, preview/edit/delete, perform bulk actions, and force relearn when content changes. You’ll also see how to create and manage folders and resolve common issues (e.g., “Failed to Learn”).

View + Manage Your Sources

Navigate to Data + Automations > Knowledge.
Select the appropriate repository (Public or Private) from the left menu.
A list of your sources is provided in a table format, displaying the following information on the source: title, type, categories, state, and description.

Sort & Filter

When managing your Knowledge Hub sources, the sorting and filtering options enable you to organize and narrow down your list, allowing you to find exactly what you need quickly and efficiently.

Sort by Title, Type, or State (toggle ascending/descending). By default, your source list is sorted by the created date, with the most recently added sources appearing first.
Filters (funnel icon): You can apply filters to the source list for more granular control over your view.
- In the filter sidesheet, select the desired filters (type, categories, state, and daily sync). You can select multiple options within each filter category to further refine your results.
  - Note: The “State” filter displays sources that are currently in the process of syncing, while the “Daily Sync” filter identifies sources configured to sync daily.
- To apply your selections, click Apply Filters. Use Reset to clear.

Preview, Edit, Delete

Preview a Source

To preview a source (helpful for a quick glance and for troubleshooting):

Navigate to Data + Automations > Knowledge.
Select the appropriate repository (Public or Private) from the left menu.
Locate the source you wish to edit.
Click the three vertical dots icon to the right of the source description.
Select Preview.

Edit a Source

To edit a source:

Navigate to Data + Automations > Knowledge.
Select the appropriate repository (Public or Private) from the left menu.
Locate the source you wish to edit.
Click the three vertical dots icon to the right of the source description.
Select Edit.

Delete a Source

To permanently delete a source:

Navigate to Data + Automations > Knowledge.
Select the appropriate repository (Public or Private) from the left menu.
Locate the source you wish to delete.
Click the three vertical dots icon to the right of the source description.
Select Delete. You'll be prompted to confirm your action.

Bulk Actions

Using a bulk action, you can efficiently manage multiple sources at once (learn/relearn, add to folder, change category, or remove category). Here’s how:

Select Sources: Select the sources you wish to apply a bulk action to.
- Individual Selection: Click the checkboxes to the left of each source title to select specific sources.
- Select All: Use the checkbox in the header row to select all sources displayed on the page.
Perform Bulk Actions: Once you’ve selected the sources, three blue options will appear above the header row:
- Learn: Force the selected sources to be relearned.
- Add to Folder: Move sources to a specific folder or organization.
- Change Category: Update the categories for the selected sources.
- Remove Category: Remove an existing category from all selected sources.

Using these options, you can quickly update and manage multiple sources, saving time and ensuring consistency across your data.

Source States

Learning: The source is being learned by Bolt AI.
Learned: The learning process has been completed by Bolt AI.
Failed to Learn: There was an error with the learning process by Bolt AI. This may occur with websites outside your domain, as protective firewalls prevent us from collecting and learning the information. If this happens, you can click the three vertical dots to open the menu and delete this source. For additional troubleshooting tips, see the Resolve 'Failed to Learn' section below.

Forcing Sources to Relearn (URL + Website)

If you changed content (e.g., updated a webpage) and you need Element451 to re-index the page, you can force it to happen in real-time.

For a URL Source: Click the three vertical dots icon from the source row and select "Learn."
- ✨ Pro Tip: Use bulk select + Learn for multiple URLs.
For a Website Source: Open the source and edit it. In the Sitemap section, locate the specific URL that needs to be reindexed. From there, select the three vertical dots from the source row and select "Learn."

✨ Pro Tip: For URL and Website Sources, you can automate reindexing when pages are updated by enabling Daily Sync in the source settings.

Resolving “Failed to Learn”

Common causes of sources failing to learn are:

Access restrictions (firewalls, IP blocks, authentication) on external sites
Very large files or complex file structures
Malformed/blocked sitemaps or robots rules

What to do:

For web content, confirm the page is publicly accessible and not blocked by a firewall/robots.
For files, split large files (aim for ≤10MB) or convert to a more parsable format.
Fix the issue, then relearn the source. Some sources may need to be deleted and re-added.

Organize with Folders

The Folders feature in the Knowledge Hub allows you to organize your sources for quick access and better management.

All Sources: The system automatically generates an "All Sources" folder, where every source is listed. Even if you assign a source to a custom folder, it will still appear in All Sources.
Custom Folders: You can create folders tailored to your needs. These folders are listed in alphabetical order and cannot be reordered.

📌 Note: Folders are shared across both public and private repositories. For example, if you create a folder called Admissions, it will appear in both the Public and Private repositories. However, each folder will only display the sources for that specific repository.

Creating Folders + Managing Folders

Create a Folder: Click the + icon next to Folders, name it.
Rename/Delete a Folder: Click the three vertical dots next to the folder and select either rename or delete.
- Note: Deleting a folder does not delete sources.
Add Source to Folder: From the source list, click the three vertical dots at the end of a source’s row, select Move to Folder, and choose the desired folder.
- You can also use the bulk action feature by using the checkboxes to move multiple sources into a folder at once.
Remove Source from Folder: Open the folder containing the source, click the three vertical dots on the source you wish to remove, and change the folder selection to "None." Click "Save" to complete the process. The source will be removed from the folder but will remain accessible in All Sources.

Organize with Categories

Source categories can be extremely useful as they are not only helpful in organizing your knowledge, but you can also use them to scope a Bolt Agent's access.

Tag sources by topic/area (Admissions, Financial Aid, Academics, Housing).
Use categories to filter and to scope agent access (e.g., limit a Financial Aid Agent to the “Financial Aid” category).

To make bulk category updates, use the checkboxes to select the sources and select either "Change Category" or "Remove Category" based on your desired outcome.

Best Practices Recap

Keep titles specific and consistent (prefix with area: “FA: SAP Policy”).
Use categories deliberately; they power both filtering and agent scoping.
Review States and Article References (see Insights) to prioritize updates.
Prefer Website (sitemap) + Daily Sync for high-change areas; use Custom Answers for critical facts.

Next Steps + Additional Resources

Getting Started with Knowledge Hub

Understand what the Knowledge Hub is, how Bolt AI uses it, and the key steps to set up your knowledge base in the Getting Started with Knowledge Hub help article.

Adding Knowledge Hub Sources

Get step-by-step instructions for creating new sources, including text, URLs, website sitemaps, file uploads, and custom answers in the Adding Knowledge Hub Sources help article.

Advanced Knowledge Hub Strategy + Governance

Explore best practices for curating clear, concise, and up-to-date knowledge, setting up governance, and using Insights Dashboards and spot-checks in the Advanced Knowledge Hub Strategy & Governance help article.