How to Manage Knowledge Documents

Summary

Overview: The Knowledge tab in AI Studio lists everything Pippin knows: files, web pages, pasted text, AI-drafted articles and Google Drive imports. From here you can view, find, switch off, retry, re-sync and delete them.

Prerequisites:

• You are the Admin of the workspace.
• You have added at least one knowledge source.

How Pippin Decides

1. Pippin answers only from documents that are Active.
2. A document you Deactivate stays in the list but Pippin stops using it until you Activate it again.
3. A document that is Queued, Indexing or Failed is not used yet.
4. A deleted document is gone for good. Pippin can no longer use anything in it.

Limits

• The list shows 25 documents per page.
• You can't edit a document's content inside Pippify. To change it, delete it and add the new version (or, for Google Drive files, edit in Drive and re-sync).

Step-by-Step Instructions

Step 1: Open the Knowledge tab

1. In the sidebar, open Settings › AI Studio.
2. The Knowledge tab opens.

Step 2: Read the status strip

The strip above the list shows:

• Indexed: documents Pippin can use.
• Indexing or queued: documents still being prepared.
• Failed: documents that could not be read.
• No longer in Drive: Google Drive files that were deleted, trashed or unshared in Drive.
• Google Drive: whether Drive is connected, and which account.

Step 3: Find a document

1. Type in Search knowledge... to search by name.
2. Click Filters to filter by Type (PDF, DOCX, TXT, XLSX, CSV, IMAGE, URL) or Status (Active, Queued, Indexing, Failed, Inactive). Click Clear All Filters to reset.
3. Use the page arrows under the list to see more documents.

The list shows each document's Name, Type, Status and Uploaded date.

Step 4: View a document

Click the document's name, or click ⋮ › View.

• Files open in a viewer.
• Web pages and text show the text Pippin learned. Web pages also have an Open original link.
• Photos show the photo and the description Pippin uses.

Step 5: Switch a document off or on

1. Click ⋮ next to the document.
2. Click Deactivate to stop Pippin using it. The status shows Inactive.
3. To use it again, click ⋮ › Activate.

You can't deactivate a document while it is indexing or has failed.

Step 6: Retry a failed document

1. Hover over Failed to read why it failed.
2. Fix the cause if you can (for example, make the web page public).
3. Click ⋮ › Re-index. You see Re-indexing started.

Step 7: Re-sync Google Drive files

• One file: ⋮ › Re-sync from Drive.
• All Drive files and folders: click Re-sync from Drive at the top of the list.

See How to Import Knowledge From Google Drive for what the re-sync summary means.

Step 8: Delete a document

1. Click ⋮ › Delete.
2. Read "Remove [name]? All indexed chunks will be permanently deleted."
3. Click Delete, or Cancel to keep it.

Work with several documents at once

1. Tick the box next to each document, or tick the box in the header to select every document on the page.
2. A bar shows N selected with Activate, Deactivate and Delete.
3. Click the action you want. Delete asks first: a window titled, for example, Delete 3 documents? says Their indexed content is removed for good. Pippin stops using them right away. Click Delete to confirm, or Cancel.
4. Click × on the bar to clear the selection.

Verify It Worked

Success criteria:

• After an action you see a confirmation such as Document updated, Document deleted, or Deactivated N document(s).
• The Status column and the status strip counts change to match.

Troubleshooting

Common errors

• "Update failed", "Delete failed", "Re-index failed" or "Bulk action failed": the change did not go through. Fix: refresh the page and try again.
• "Re-sync failed": Fix: check that Google Drive is connected. See Why Does Google Drive Say Reconnect Needed?
• No documents found.: nothing matches your search or filters. Fix: clear the search box and click Clear All Filters.

Limitations & considerations

• A document marked No longer in Drive stays in Pippin's knowledge until you delete it.
• Deleting a Google Drive document in Pippify does not delete the file in Google Drive.

Next Steps & Related Resources

• Next steps:
  • How to Test Pippin Before Going Live
• Related articles:
  • How to Add a File to Pippin's Knowledge
  • How to Add Your Website to Pippin's Knowledge
  • How to Import Knowledge From Google Drive
  • How Pippin Finds Answers in Your Knowledge

Need more help? For more information and assistance, please send an email to support@pippify.ai.

Last Updated: 10/15/2026