To edit or remove documents from the Knowledge Base in Papo (https://papo.global/), you manage the files directly in the Knowledge Base module. The platform allows you to remove obsolete documents and replace them with updated versions, ensuring that the artificial intelligence always consults the correct content during interactions.
Keeping the base clean and accurate is essential for assistants like Capitão to provide answers aligned with your company's current policies. Without this maintenance, the AI may rely on outdated information, generating inconsistencies and rework.
| Action | Description |
|---|---|
| Delete document | Permanently remove a file from the base. The AI stops consulting it immediately after synchronization. |
| Edit document | Editing is done by replacing the old file with a new version. Upload the updated document and delete the previous one. |
| View document history | The base's document list shows name, upload date, and synchronization status, making it easier to identify what needs to be reviewed. |
| Impact on responses | After deletion or replacement, the AI's responses will reflect only the content of the active documents in the base. |
How document management works in the Knowledge Base
Papo's Knowledge Base is the central repository where you store files that feed the AI assistants. Manuals, FAQs, commercial policies, or any text document can be uploaded and linked to an assistant like Capitão. The AI then uses these files to generate automatic responses on WhatsApp and other channels.
The technical process behind this functionality is called Retrieval-Augmented Generation (RAG). When a customer asks a question, the AI searches for relevant excerpts in your reference documents and uses them as a basis to formulate a cohesive and contextualized response.
When a document becomes obsolete — for example, a return policy that has changed — the ideal is to delete it and, if necessary, add the new corresponding document. This prevents the AI from mixing outdated information with current information.
When to delete or edit a document
- Policy or procedure change — Whenever a terms of service, warranty, or internal rule is changed, remove the old file and upload the revised version.
- Error correction — If a file contains incorrect data, replace it with the corrected version so the AI does not reproduce the error.
- Discontinued products — Remove materials for discontinued items to prevent the AI from recommending something that is no longer available.
- Base reorganization — Over time, the base may accumulate documents on similar topics. Deleting duplicates helps the AI find the right content faster.
General steps to delete and replace documents
- Access the Knowledge Base module in the Papo panel.
- Select the base you want to manage. You can have multiple bases organized by subject (e.g., “Products”, “Finance”).
- Locate the document you want to delete. The list shows name, size, and synchronization status.
- Remove the document using the delete option available on the file's row.
- If necessary, upload the new version directly to the same base. The file will be processed and will be available to the AI in moments.
The exact interface may vary depending on the platform version, but the logical flow is always the same: identify, remove, and replace.
Frequently Asked Questions (FAQ)
Can I edit a text directly on the platform?
Papo does not offer a built-in text editor to change the content of an already uploaded document. To make an edit, delete the old file and upload a new version with the desired corrections.
When I delete a document, do the AI's responses change immediately?
Yes. As soon as the deletion is completed and synchronization is updated, the AI stops consulting that file. If you have already uploaded a replacement document, the AI will automatically start using the new content.
What happens if I accidentally delete a document?
Simply upload the same file to the base again. Since the synchronization process is fast, the AI will start using it again in a few moments.
How many documents can I have in a single Knowledge Base?
There is no strict published limit, but it is recommended...
Start for free and keep your AI always up to date →
With Papo, you manage your knowledge base simply so that the AI always responds with the most recent information from your company.