Managing Indexes

This guide covers the day-to-day management of your knowledge bases — browsing what is in them, searching for specific entries, adding new information, and keeping everything up to date.

Browsing entries

When you open a knowledge base index, you see a card grid of all entries. Each card shows:

• Title — The name of the entry
• Content preview — The first few lines of the entry’s content, giving you a quick idea of what it covers
• Keywords — Tags and related terms attached to the entry for discoverability
• Dates — When the entry was created and last updated

The grid is sorted by most recently updated by default, so the newest and most recently changed entries appear first. You can scroll through to browse the full contents of an index.

Searching

At the top of the index page, you will find a search bar. Type a query and the results update in real time using the same hybrid search that agents use — combining keyword matching and semantic understanding.

This means you can search by:

• Exact terms — Type “refund policy” to find entries with those exact words
• Natural language — Type “how do we handle customer returns” to find conceptually related entries, even if the title is “Refund and Exchange Policy”

Search results are ranked by relevance. The most closely matching entries appear at the top.

Test your knowledge base

Use the search bar to test what your agents will find. If you search for something a customer might ask and the right entry does not come up, it might need better keywords or a clearer title.

Adding entries

1. Click “Add Entry”

   From the index page, click the Add Entry button in the top-right corner.

2. Enter a title

   Give the entry a clear, descriptive title. This is the first thing agents (and you) will see in search results. Use natural language that matches how people would ask about this topic.

   Good titles: “Annual Leave Policy”, “How to Process a Refund”, “Pricing — Residential Lawn Care”

3. Write the content

   Add the full information you want the agent to know. Write it in plain language — you are not writing code or configuration, you are writing the answer you want the agent to be able to give.

   Include all relevant details: steps, conditions, exceptions, contact information, and links to further resources.

4. Add keywords

   Keywords are the secret to great search results. Add synonyms, abbreviations, related terms, and alternative phrasings that people might use when looking for this information.

   For example, for an entry titled “Annual Leave Policy”, good keywords would be: holiday, vacation, time off, PTO, leave request, days off, annual leave entitlement

5. Save

   Click Save and the entry is immediately available to agents through sprigr_search.

Try asking your agent

“Add an entry to our shared knowledge base with our updated pricing for copper pipe fittings — 15mm at $3.20, 20mm at $4.50, 25mm at $6.80.”

Editing entries

To edit an entry, click on its card in the index grid. This opens the entry editor where you can update the title, content, and keywords. Changes are saved immediately and take effect in the next agent search.

Keep entries up to date as your business changes. Outdated information in a knowledge base can lead to agents giving incorrect answers.

Keep it current

Review your knowledge bases periodically — at least once a quarter. Outdated policies, old pricing, or discontinued products can cause agents to give customers the wrong information. Set a reminder or create an agent schedule to flag entries that have not been updated recently.

Deleting entries

To delete an entry, open it and click the Delete button. You will be asked to confirm before the entry is permanently removed.

Delete entries when:

• The information is no longer relevant (discontinued product, old policy)
• The entry has been replaced by an updated version
• It contains incorrect information that should not be served to users

Deletion is permanent

Deleted entries cannot be recovered. If you are unsure whether an entry is still needed, consider updating it with a note rather than deleting it.

Keywords best practices

Keywords are the most impactful thing you can do to improve how well agents find information. Here are some tips:

Keyword strategies

• Add synonyms — If your entry is about “quotes”, add keywords like “estimate”, “proposal”, “pricing”, “bid”. Different people use different words for the same thing.
• Include abbreviations — If your team uses acronyms, add them. “SLA” alongside “service level agreement”, “PO” alongside “purchase order”.
• Add related concepts — For a “Returns Policy” entry, add keywords like “refund”, “exchange”, “warranty”, “damaged goods”, “wrong item”.
• Think like your customers — What words would someone use when asking about this topic? Those words should be keywords.
• Use department names — If an entry is relevant to a specific team, add the team name as a keyword so department-specific agents can find it easily.
• Keep them updated — When you notice agents struggling to find an entry, check its keywords. Adding the terms people are actually searching for can solve the problem immediately.

Organising your knowledge bases

Beyond the three default indexes (Shared Knowledge, Agent Discoveries, Agent Directory), you may want to consider how to structure your information:

• One big index vs. many small ones — For most organisations, putting everything in Shared Knowledge works well. The search is smart enough to find the right entries. Only split into separate indexes if you have clear categories with different access requirements.
• Naming conventions — Use consistent titles across entries. If you prefix categories (e.g. “Policy — Annual Leave”, “Policy — Expenses”), entries are easier to scan and manage.
• Regular maintenance — Treat your knowledge base like a living document. Schedule regular reviews to update, consolidate, and remove outdated entries.

Next steps

• Knowledge Bases Overview — Understand the different types of knowledge bases and how agents use them.
• Tools Reference — See how sprigr_search and sprigr_write work under the hood.
• Creating Agents — Build agents that make the most of your knowledge bases.
• Agent Settings — Control which knowledge bases each agent can access.