DoxyChat
Doxy Chat

Managing Sources

Organize, update, and delete your chatbot's knowledge sources.

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Managing and organizing your data sources

Learn how to monitor the status of your documents, update them, and clean up your knowledge base to keep a chatbot performing well.

Introduction

Once your files, websites, or RSS feeds have been added, they appear in the Sources tab of your dashboard. This interface is your control tower: it lets you check that the AI has properly “read” your documents and delete outdated information.

Understanding ingestion statuses

Each imported source is marked with a colored dot indicating its current status in the system:

  • 🟠 In progress (Processing): DoxyChat is downloading, reading, and cleaning the document. The text is split and converted into mathematical vectors.
    • Action required: None. Wait a few moments.
  • 🟢 Finished (Complete): The process succeeded. The document is now part of the chatbot’s active memory. It can be used to answer questions.
  • 🔴 Error (Error): The import failed.
    • Common causes: Password-protected file, website blocking bots, or corrupted file.
    • Action required: Delete the source and try again, or check the file.

Actions on a source

For each row in your sources table, you have quick actions located on the right:

Force re-synchronization

If you think a document was processed incorrectly or if you want to relaunch a crawl on a specific page that failed:

  1. Click the Refresh icon (circular arrows).
  2. The status will switch back to In progress.

Note: For Web and RSS sources, updates are generally automatic. This action forces an immediate update.

Delete a source

To remove information from the chatbot’s memory:

  1. Click the red Trash icon.
  2. Confirm deletion.
  3. The effect is immediate: The chatbot will instantly “forget” all content from this document and will no longer be able to use it to answer.

Batch delete (Batch Delete)

When you use the Web Crawler or RSS feeds, you may end up with hundreds of pages. If you want to do some spring cleaning or remove a large number of outdated documents all at once:

  1. Check the checkbox to the left of each document to delete.
  2. To select everything on the current page, check the box in the table header.
  3. An action bar appears at the bottom or top of the table.
  4. Click the Delete selection button.

This operation is irreversible and lets you quickly free up space in your document quota.