Use version replacement when newer document supersedes source already in Knowledge Base.
Example: Replace outdated procurement policy
Scenario: New procurement policy supersedes previous version; AI answers should use current language.
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Get approved current policy and confirm effective date with policy owner.
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Upload newer file, set This replaces an earlier version to correct old source.
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After processing, verify old source appears in Archived, new source in Active, and generated curated pages reflect revised terms.
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Test two specific questions in Ask, including one where policy changed. Inspect citations.
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Do not replace source merely because two contracts disagree; use Needs review for genuine conflicts.
Replace document
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Open Admin > AI Studio > Knowledge Base.
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Select + Add Documents and choose document type.
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Continue to Files & details; upload new document.
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Expand Details.
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Set Domain and optional Effective date if content is versioned.
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Under This replaces an earlier version, select previous document.
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Select Add & Publish to make source available in Knowledge Base.
Important: Add & Publish publishes Knowledge Base content inside product. On replacement, previous document's pages retire and old source is archived for audit rather than included in current answers.
For this workflow, review metadata and source before using Add & Publish. If approval required, do not proceed until approved.
Check
In Sources, inspect Active and Archived. Confirm new source is ready. In Pages, review extracted topics. Use Ask to check cited answers against updated source.