Replace Your Old Product Knowledge Base File with a New One in the Vault

Modified on Wed, 15 Jul at 7:12 PM

As your business evolves, you may need to update your Product Knowledge Base with new products, pricing, FAQs, or other business information. To ensure your AI agent always provides accurate responses, you'll need to replace the existing knowledge base file with an updated version.

Think of it like swapping an old training manual for the new edition. You can't scribble corrections onto the laminated pages of the old manual — instead, you take the old one off the employee's desk (delete) and put the new edition in its place (upload). The agent then studies the new edition and starts answering from it.

⚠️ Important: There is no direct "edit" — delete first, then uploadFlexiAgent does not update an existing knowledge base file directly. To make changes, you must first delete the old file and then upload the new version. Uploading a new file without deleting the old one is not the supported way to update — always remove the outdated file first.

When Should You Update Your Knowledge Base?

You should replace your Product Knowledge Base file if:

New products or services have been added
Pricing has changed
Business information has been updated
New FAQs need to be included
You notice the AI agent cannot answer certain customer questions because the information is missing

✅ Why this mattersYour AI agent answers only from what's currently in the Vault — it has no way of knowing your prices changed last week. If the file says a plan costs $29 and you now charge $39, the agent will confidently quote $29 to every customer. An outdated knowledge base doesn't just miss questions; it gives wrong answers with full confidence. That's why replacing the file promptly after any business change is so important.

Follow These Steps

Step 1: Open the Vault

Log in to your FlexiAgent account and navigate to the Vault from the left sidebar (under Data). Locate the Product Knowledge Base file you want to replace.

The Vault page in FlexiAgent where your knowledge base files are stored

Step 2: Delete the Existing Knowledge Base File

Open the existing knowledge base file.
Click the Edit (pencil) icon located at the top of the page.
Click Delete to remove the current knowledge base file.
Confirm the deletion when prompted.

? NoteThe deleted file may still appear in the list until the page is refreshed — that's normal, and the next step takes care of it.

Step 3: Refresh the Vault

Refresh the page after deleting the file.

? Don't panic if the Agent folder disappearsSince the previous knowledge base has been removed, the associated Agent folder may temporarily disappear from the Vault — this happens because no knowledge files are currently linked to that agent. This is expected behavior, and the folder will reappear as soon as you upload the new file in the next step.

Step 4: Upload the Updated Knowledge Base File

Click the + (Add) button in the top-right corner.
Select the AI agent that should use the updated knowledge base.
Choose your latest Markdown (.md) Product Knowledge Base file.
Click Upload.

The Vault toolbar with the + Add button in the top-right corner The Upload to Vault window where you select the agent and choose your updated .md file

Step 5: Wait for the Enrichment Process

After the upload completes, FlexiAgent automatically starts the enrichment process. During this process, your knowledge base is prepared so the AI agent can search and retrieve information efficiently. Wait until the enrichment status indicates completion

Step 6: Verify the Updated File

Refresh the page once again, then navigate to:

Tenant → Agents → Your AI Agent

You should now see the newly uploaded Product Knowledge Base file. Open the file if you'd like to verify that the latest version has been uploaded successfully.

The Vault folder panel showing the tenants folder to open when verifying the new file

? Tip: Test before you walk awayAfter verifying the file, start a New Chat with the agent and ask a question about the information you just changed — for example, the new price. Seeing the agent quote the updated details is the fastest way to confirm the replacement worked end to end.

What Happens After Replacing the File?

Once the new Product Knowledge Base is uploaded:

The new file is automatically connected to the selected AI agent.
The old knowledge base is completely replaced.
Future conversations will use the updated business information.
No additional configuration or setup is required.

The AI agent will immediately begin referencing the newly uploaded knowledge base during customer interactions.

Important Notes

Always upload the updated file in Markdown (.md) format.
Delete the old knowledge base before uploading the new version.
Allow the enrichment process to complete before testing your AI agent.
Refresh the Vault after uploading to confirm the new file is available.
No manual reconnection is required — the uploaded file is automatically linked to the selected AI agent.

Common Situations & Quick Fixes

❓ "I deleted the file and now my agent's folder is gone from the Vault!"This is expected — an agent's folder only appears while it has knowledge files linked to it. Upload your new file (Step 4) and the folder will reappear with the new file inside.

❓ "The old file still shows in the Vault after I deleted it."Refresh the page — deleted files can linger in the list until a refresh. If it still appears after refreshing, try the deletion again and confirm the prompt.

❓ "I uploaded the new file, but the agent still quotes old information."Three things to check: (1) the old file was actually deleted — if both versions exist, the agent may still find the outdated details; (2) the enrichment process completed; (3) you're testing in a New Chat, since older conversations may reference earlier answers.

❓ "Can I just edit the file inside the Vault instead of replacing it?"No — FlexiAgent doesn't support directly editing an uploaded knowledge base. The supported update path is: edit your .md file on your computer, delete the old file from the Vault, then upload the new version.

❓ "I deleted the old file — is my agent broken until I upload the new one?"The agent loses access to that business information the moment the file is deleted, so complete the upload promptly. If possible, do the replacement during a quiet period, and have your updated .md file ready before you delete the old one so the gap lasts only seconds.