Syncing Data

Syncing Data keeps Applied aligned with the external systems and content sources your team depends on.

Use this guide when you want to understand how updates move from a connected source into Data, and how that can affect connected Knowledge.

What sync does

When a source is synced, Applied checks for updates and refreshes the Data linked to that source.

Depending on how your workspace is configured, sync can support:

Imported reference material
Product information
Site or documentation content
Other connected external records

Manual sync vs scheduled sync

Manual sync

Use manual sync when:

A policy changed today and should be refreshed immediately.
A product launch or pricing update just went live.
Your team wants to control exactly when new material is pulled in.

Scheduled sync

Use scheduled sync when:

The source changes regularly.
The source has a clear owner and consistent structure.
Your team wants routine refreshes without repeated manual work.

What happens during a sync

At a high level, Applied:

Checks the connected source for updates.
Refreshes the matching material in Data.
Updates any related refresh status in the product.
Regenerates connected Knowledge when that behavior is enabled.

This is why sync settings matter. A sync can update what the agent sees later, not just what your team sees in the Data table.

Connected Knowledge and autogenerated Knowledge

Some Data should create or refresh Knowledge automatically. Other Data should be reviewed first.

Autogenerated Knowledge is useful when:

The source is structured and reliable.
The wording is already close to customer-ready.
You want broad coverage quickly.

More manual review is better when:

The source is noisy or repetitive.
The content mixes internal notes with customer guidance.
A small wording change could create risk.

How to review synced Data

After a sync, review:

Source and status
Last updated or last synced time
Topic and intent tagging, where applicable
Connected Knowledge

If the Data looks wrong, fix the source material or adjust how your team uses that source before relying on the updated output.

When to resync immediately

Run a manual sync right away when:

A product or policy update affects many customers.
A broken answer came from stale source material.
Your team published a correction and wants Applied updated now.

Best practices

Keep one clear source of truth for each topic.
Avoid syncing the same material from several places.
Use scheduled syncs for stable sources and manual syncs for sensitive changes.
Re-test important questions after major refreshes.
Treat autogenerated Knowledge as something to review, not something to ignore.

Common issues

The source synced, but answers still look wrong

The source material may not be written clearly enough for customer answers, or the connected Knowledge may need review.

The same idea appears more than once

You may be syncing overlapping material from multiple sources. Decide which source should be authoritative.

Important updates are taking too long to appear

Use a manual sync for urgent changes or review whether the current schedule is too slow for that source.