Syncing and updating a knowledge base

Enterprise knowledge is constantly changing. Files are added, updated, moved, or reorganized across systems. ZSearch keeps search results accurate and reliable by continuously syncing and updating each knowledge base created in ZBrain Builder.

Synchronization ensures that indexed content reflects the latest state of connected data sources while preserving existing access controls and permissions.

How knowledge base syncing works

Once a data source is connected or files are uploaded, ZBrain Builder automatically establishes synchronization for the associated knowledge base.

For connector-based data sources:

• ZSearch periodically scans the configured source for changes

• New files, updated documents, and newly created folders are detected automatically

• Changes are picked up recursively, including nested subfolders

Synchronization runs at regular intervals (approximately every five minutes), ensuring that updates are reflected in search results without manual intervention.

Handling new and updated content

When changes are detected during a sync cycle:

• Newly added files are ingested and indexed

• Updated files are reprocessed and re-indexed

• Metadata changes, including permission updates, are captured

Only affected files are re-indexed, allowing updates to be processed efficiently without re-indexing the entire knowledge base.

Permission updates and access control

During synchronization, ZSearch also checks for permission changes in the source system.

This ensures that:

• Newly granted or revoked access is reflected in search results

• Users only see content they are currently authorized to access

• Search, projects, and AI-generated responses remain permission-aware

Permissions are always enforced dynamically at query time, based on the latest synced metadata.

Folder and structure changes

ZSearch automatically handles structural changes across connected repositories.

This includes:

• Newly created subfolders within an indexed folder

• Files moved between folders within the same source

• Organizational changes to directory structures

As long as the root folder or source remains connected, ZSearch continues to track and sync changes recursively.

Sync behavior for uploaded files

For files uploaded directly through ZBrain Builder:

• Uploaded files are indexed immediately after upload

• Updates to uploaded files require re-uploading the modified version

• Each upload set remains associated with its original knowledge base

Uploaded content does not sync automatically with external systems and is managed entirely within ZBrain Builder.

Monitoring sync status

ZBrain Builder provides visibility into the status of each knowledge base and its associated data sources.

Administrators can:

• View when a data source was last synced

• Monitor indexing progress for newly detected files

• Identify and address sync or indexing errors

This visibility helps ensure that enterprise knowledge remains current and searchable.

Impact on ZSearch

Continuous synchronization ensures that ZSearch always operates on up-to-date enterprise knowledge. As data changes:

• Search results reflect the latest documents and updates

• Projects continue to use the most current versions of selected files

• AI-assisted answers remain grounded in accurate, current content

Syncing and updating are essential to maintaining trust, relevance, and reliability in enterprise search.