Setting Expiry Dates

Knobase allows you to set expiry dates for uploaded documents, ensuring that outdated materials are automatically flagged or removed from active use. This feature helps maintain the accuracy, relevance, and integrity of agent responses—especially in schools where policies, calendars, and curriculum guides change frequently.

Written By Christopher Lee

Last updated 6 months ago

🧠 Why Expiry Dates Matter

  • ✅ Prevents agents from referencing outdated or obsolete content

  • ✅ Supports version control for documents like term schedules or assessment rubrics

  • ✅ Reduces manual cleanup and improves Knowledge Base hygiene

  • ✅ Ensures students and staff receive current, reliable information

📅 How to Set Expiry Dates

  1. Upload or Select a Document

    • Go to the Knowledge Base tab

    • Choose a file or upload a new one

  2. Click “Set Expiry”

    • A calendar picker will appear

  3. Choose the Expiry Date

    • Select the date when the document should become inactive

    • After expiry, the document will be:

      • Hidden from agent retrieval

      • Flagged for review or deletion

  4. Save Changes

    • The expiry date will be logged in the document metadata

🔄 What Happens After Expiry

  • The document is excluded from RAG-based responses

  • You’ll receive a notification to update or replace the expired file

  • Agents referencing that document will either:

    • Skip it and use other sources

    • Prompt the user to check with staff for updated information

💡 Use Cases

  • 📅 Event Calendars: Set expiry at the end of the school year

  • 📜 Term-Specific Policies: Expire after the term ends

  • 📝 Draft Rubrics: Expire once finalized versions are uploaded