Your agent draws on the knowledge base to answer questions, explain policies, and guide students. Between cycles, it's worth reviewing your knowledge assets to remove outdated content, update links, and add anything new for the upcoming year.
Step 1: Remove or update outdated content
Start by going through your knowledge base and looking for assets that contain:
Expired deadlines or dates from the prior admissions cycle
Events that have already passed
Policies, programs, or processes that have changed
Content that no longer reflects your institution accurately
To remove an asset:
Go to Knowledge in the left sidebar.
Find the asset in your list.
Click the three-dot menu next to the asset and select Delete.
For uploaded files (PDFs, CSVs, documents, staff interviews): delete the old file and re-upload an updated version in its place.
Step 2: Refresh your URL assets
For website URLs in your knowledge base, CollegeVine can re-scan those pages to pick up any content changes your web team has made.
To refresh all URLs at once:
Go to Knowledge.
Click Refresh XX assets at the top of the page.
To refresh a single URL:
Click the three-dot menu next to the URL.
Select Refresh asset.
💡 CollegeVine recommends refreshing URL assets at least quarterly. The Last updated column shows when each asset was last scanned.
Resolving errors after refreshing
Some URLs may show errors after refreshing. Common ones:
Error | What it means | What to do |
HTTP 404 Not Found | The URL no longer exists | Update to the current URL or remove the asset |
HTTP 301 Moved Permanently | The URL has been permanently redirected | Update to the new URL |
HTTP 403 Forbidden | The page is blocked or password-protected | Copy the content into a document and upload it as a file instead |
HTTP 429 Too Many Requests | Too many requests were made at once | Wait 20 minutes and try again |
For other errors, contact [email protected].
Step 3: Add content for the new cycle
Add anything relevant for the upcoming year that isn't already in the knowledge base:
Updated application deadlines and requirements
New programs, scholarships, or initiatives
Upcoming events and visit days
Any changes to financial aid, tuition, or housing policies
For each new asset, make sure to apply a tag before saving. Tags are required for your agent to correctly retrieve content.
Step 4: Check your knowledge tags
Knowledge base tagging allows your agents to reference the right information based on a specified audience or use case. As you update your knowledge base assets, ensure you have added relevant asset tags so your agent is picking up the correct information in its conversations.
Step 5: Publish your changes
After making any updates, publish your changes for them to take effect:
Click Publish changes in the knowledge base.
⚠️ If you re-index or refresh an asset but don't publish, the updated version won't be live. You may also have trouble accessing the asset via the Test Knowledge feature until you publish.
If you haven't audited your knowledge base recently
If your institution hasn't done a full knowledge base review since moving to the current platform, now is the right time. A full audit includes actively reviewing every asset for content that may no longer be accurate and removing or replacing anything outdated.
Work through both steps:
Refresh all URL assets using the Refresh assets button to re-scan for content changes.
Review each asset manually for outdated information — expired dates, old policies, programs that changed, or anything that no longer reflects your institution accurately. Delete what no longer applies and re-upload updated versions.
Publish your changes when done.