Daily Help Center sync into the bot's knowledge base

Overview

There are two different integrations between the Help Center and Maestro. Their names sound alike, but their scope and speed are very different — mixing them up is the most common cause of "I published the article and the bot doesn't know it":

The first one always worked instantly. The second — the one that takes the whole portal into the account's shared base — had no automatic trigger: it only ran if an installation administrator fired it by hand. From this version on it runs by itself, every day.

Each published article becomes a document in the account base under the path help-center/{portal}/{category}/{article} — so the bot answers with the official content and can cite which article the answer came from. Articles with no category land in uncategorized.

Prerequisites

• An account with Maestro enabled and at least one active bot. The daily sweep skips accounts with no active bot — there would be nobody to hand the knowledge to.
• A Help Center portal with articles in the published status.
• An embeddings provider with a valid key and credits — this is the same indexing used by the Account Brain's knowledge base.
• The sync must be enabled on the installation (a deployment switch under the installation administrator's control). If it is off, no account syncs.

Step by step

1. Write and publish your articles in the portal, as usual. Drafts and archived articles do not count.
2. Do nothing else. The sweep runs automatically every day at 05:10 UTC (02:10 in Brasília time). It is not triggered when the service restarts: it waits for the scheduled time.
3. Check it the next day: ask the bot something that only exists in that article. The answer should carry the published content and point to its origin under help-center/….
4. Need it to count right now, without waiting for the next day? Two ways out:
   • tick the article (or the whole category) in the bot's knowledge tab — that selection applies immediately and stays in sync on every edit;
   • or ask an installation administrator to trigger the account sync on demand.

Settings & options

• Daily cadence, at 05:10 UTC. The odd time is deliberate: Maestro's other automatic routines run on round hours, and the Brain's structure mapping runs 55 minutes earlier — so reading the articles never competes with the previous routine over the same account.
• Scope: every portal in the account, every published article. The category becomes a "folder" in the document path.
• Indexed content: the article's title plus its body. Subheadings (##, ###) drive how the text is split into passages — each passage carries the section it came from, which improves citations.
• Read-only: the sync never edits, publishes, unpublishes or deletes an article. It only reads the portal and writes into the Maestro base.
• One run per account, per day: if the previous day's sync is still running when the next one starts, the new one is dropped. There are never two writing to the same base at once.
• Atomic replacement: content is indexed before the base is touched, and the swap happens in a single transaction. A failure halfway through never empties what was already indexed.
• Error isolation: a broken article, page or portal is counted and the sweep carries on with the rest — one bad item does not sink the whole sync.
• Pagination guard: reading each portal is capped and stops on its own when articles start repeating, preventing an endless read.

Use cases

• Getting the bot to answer with the official published policy, citing the article, instead of a hand-pasted and outdated copy.
• Keeping a single source of truth: the team edits the portal, and every bot inherits it.
• Accounts with many articles: using the whole portal without ticking item by item.
• New bots start out knowing — the base belongs to the account, not to one bot.
• Trilingual portals: whatever is published in each language goes into the base.

Tips, limits & best practices

• Drafts and archived articles do not get in. An article with an empty body is skipped too (and whatever was already indexed is preserved).
• Unpublishing does not remove the article from the shared base in the daily sweep: it adds and updates, it does not delete documents for articles that went offline. If a piece of content must disappear from answers immediately, use the per-bot picker (which removes it on unpublish) or ask an administrator to remove that source.
• Cost: every run re-indexes the published articles, and indexing costs money per account. That is why the cadence is daily: it is the cheapest steady state that keeps staleness within 24 hours. Running hourly would multiply that cost by 24 to watch content that rarely changes by the hour.
• A window of up to 24 hours: urgent changes should go through the per-bot picker, which applies immediately.
• A good article makes a good answer: clear titles, well-divided sections and up-to-date content produce better citations. Stale content produces stale answers.

Troubleshooting

• "I published yesterday and the bot doesn't know it": confirm the article is published, that the account has at least one active bot, and that the embeddings provider has credits. If the article was published after 05:10 UTC, it only gets in on the following sweep.
• "Nothing syncs, in any account": the sync is most likely disabled on the installation. Talk to the installation administrator.
• "It synced, but the bot doesn't use it": the bot must be allowed to query the knowledge base. Review the tools enabled for it.
• "An old article still shows up in answers": that is the limit described above — unpublishing does not delete it from the shared base. Use the per-bot picker or ask for the source removal.
• "Could not index" / embeddings unavailable: no embeddings provider has a valid key and credits. Check the primary provider's credits or connect an alternative key under Integrations — same cause (and same fix) as the knowledge base.

See also

• Knowledge base and business map (ontology) of the Brain
• Where each Robô is used: the account's surfaces
• Maestro tools per module and how to enable them
• What is Maestro AI and the Account Brain