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Editing documents

Edit documents safely without affecting search results or Instruction Sets until you're ready to publish.

Draft vs Published​

When you edit a document, your changes are saved as a draft:

StateDescriptionAffects search?Affects Instruction Sets?
DraftWork-in-progress changesNoNo
PublishedLive contentYesYes

This separation means you can:

  • Experiment with changes without affecting AI responses
  • Take your time editing without impacting users
  • Discard changes if you change your mind

Opening the editor​

  1. Navigate to your workspace
  2. Click on a document to view it
  3. Click Edit to enter edit mode

When you enter edit mode, an edit lock is acquired (15 minutes) to prevent conflicts with other users.

Editing workflow​

Making changes​

  1. Edit the title or content as needed
  2. Your changes are automatically backed up locally every 10 seconds
  3. Choose one of three actions:
ButtonActionResult
CancelDiscard changesReturns to published version
Save DraftSave to serverDraft saved, not yet published
PublishMake changes liveUpdates search and Instruction Sets

Status indicators​

BadgeMeaning
Draft (yellow)You have unpublished changes
Published (green)All changes are live
Unsaved changes (orange)Local changes not yet saved to server

Keyboard shortcuts​

ShortcutAction
Ctrl+S / Cmd+SSave draft
Ctrl+Shift+P / Cmd+Shift+PPublish (with confirmation)
EscapeCancel (with confirmation if unsaved)

Real-world scenario: Updating company FAQ​

Let's walk through a complete editing workflow with a real example.

Scenario​

Your company updated its password reset process to include biometric authentication. You need to update the "IT Support FAQ" document that's used in your customer support Instruction Set.

Goal: Update the FAQ without disrupting live customer support until the changes are verified.

Step-by-step workflow​

1. Open the document​

  • Navigate to Documents in your workspace
  • Find "IT Support FAQ" document
  • Current content: "To reset your password, click 'Forgot password' on the login page..."
  • Click Edit
Edit lock acquired

The system acquires a 15-minute edit lock. Your colleagues will see "Being edited by [Your Name]" if they try to edit.

2. Make changes​

You update the document:

Before (published):

Q: How do I reset my password?
A: Click 'Forgot password' on the login page and follow the email instructions.

After (draft):

Q: How do I reset my password?
A: You have two options:
1. **Biometric Reset**: Use Face ID or Touch ID in the mobile app (fastest)
2. **Email Reset**: Click 'Forgot password' on the login page and follow the email link

Note: Biometric reset is only available if you've enabled it in Settings > Security.

Status indicator shows: Draft (yellow)

3. Save draft (optional)​

  • Click Save Draft or press Ctrl+S
  • Success message: "Draft saved"
  • Changes are on the server but NOT yet live

What happens:

  • ✅ Your changes are saved to the server
  • ✅ Available if you switch devices or your browser crashes
  • ❌ Customer support chatbot still uses OLD version
  • ❌ Search results still show OLD answer

4. Review with your team (while still in draft)​

You share the draft link with your IT manager:

  • She reviews the changes
  • Suggests adding a troubleshooting tip
  • You make the edit and save draft again
Drafts are safe for collaboration

Multiple people can review the draft (if they're OWNER or ADMIN role). The document remains in draft state until someone publishes.

5. Publish when ready​

  • Click Publish
  • Confirmation dialog: "Publish document? This will update search and Instruction Sets."
  • Click Publish to confirm

What happens:

  • ✅ Draft content replaces published content
  • ✅ Document queued for processing (generating embeddings)
  • ✅ Customer support Instruction Set immediately shows new FAQ
  • ✅ Search will include new keywords (after ~30 seconds processing)

Status indicator shows: Published (green)

6. Verify changes​

After 60 seconds:

  • Test customer support chatbot: Ask "How do I reset my password?"
  • Chatbot now mentions biometric option ✅
  • Search for "biometric password" finds the updated FAQ ✅

What if you changed your mind?​

Before publishing:

  • Click Cancel
  • Confirmation: "Discard draft?"
  • Click Discard
  • Document returns to original version (email-only instructions)

After publishing:

  • You'd need to edit again and publish a new version
  • Consider keeping drafts of major changes for easy rollback

Key takeaways​

  1. Drafts protect production: Your customer support chatbot kept working with the old version while you edited
  2. Collaborate before publishing: Your team reviewed the draft before it went live
  3. Publish triggers processing: Search and Instruction Sets update automatically after publishing
  4. Processing is fast: Typical documents process in under 60 seconds

Common variations​

Quick fix (no draft needed):

  • Fix a typo → Publish immediately
  • No need to save draft if you're confident

Long editing session:

  • Save draft every few minutes (Ctrl+S)
  • Take a break, come back later
  • Continue where you left off

Emergency rollback:

  • Document has critical error after publishing
  • Edit → paste previous version → Publish
  • Processing updates search in ~60 seconds

Auto-save and recovery​

Local backup​

Your changes are automatically saved to your browser every 10 seconds. This protects against:

  • Browser crashes
  • Accidental tab closure
  • Network disconnections

Recovery​

If you return to a document after an unexpected closure:

  1. System checks for local backup
  2. If found, you'll see a recovery banner
  3. Choose to restore local changes or use server version
Server has priority

If both server draft and local backup exist, server draft takes priority unless your local backup is newer.

Collaborative editing​

Edit locks​

  • When you edit, a 15-minute lock is acquired
  • The lock is automatically extended while you're active
  • Other users see "Document being edited by [name]"
  • Lock is released when you finish editing

Continuing someone else's draft​

If another user saved a draft and their lock expired:

  1. You can acquire the lock
  2. You'll see their draft content
  3. You can continue editing or publish their changes

Publishing changes​

When you click Publish:

  1. Confirmation dialog appears
  2. If confirmed:
    • Draft content replaces published content
    • Document is queued for processing (embeddings)
    • Instruction Sets show new content
    • Search results update after processing

Processing typically completes in under 60 seconds.

Discarding changes​

If you decide not to keep your changes:

  1. Click Cancel
  2. Confirmation dialog appears (if unsaved changes exist)
  3. If confirmed, draft is discarded
  4. Document returns to last published version
Cannot undo

Discarding a draft cannot be undone. Make sure you don't need the changes before confirming.

Best practices​

Save frequently​

  • Use Ctrl+S to save drafts during long editing sessions
  • Server-saved drafts persist across devices

Review before publishing​

  • Publishing immediately affects:
    • AI search responses
    • Instruction Set content
    • Any integrations using your documents

Coordinate with your team​

  • Check who last edited before making changes
  • Communicate about document ownership
  • Use comments or chat for coordination

Troubleshooting​

"Document is being edited"​

Another user has the edit lock. Wait for them to finish or contact them.

  • Ensure you clicked Publish (not just Save Draft)
  • Wait for processing to complete (up to 60 seconds)
  • Check document status shows processing complete

Lost changes​

  1. Check for recovery banner when re-opening
  2. Look for local backup in browser storage
  3. Contact admin if server draft was lost

Conflict detected​

If you see "Document was modified by another user":

  • Your version is based on outdated data
  • Refresh to see latest changes
  • Re-apply your changes to the new version

See also​