## 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":

| | Per-bot article picker | Daily account-level sync |
|---|---|---|
| **What gets in** | only the articles/categories you tick | **everything published**, across all portals |
| **Who uses it** | that bot only | **every bot** in the account (shared base) |
| **When it updates** | **instantly** — on saving the selection and on every edit/publish of the article | **once a day**, automatically |
| **Where you set it up** | knowledge tab in the bot's configuration | nothing to set up: it is automatic |

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](/hc/ajuda/articles/maestro-brain-base-de-conhecimento-e-ontologia-en)
- [Where each Robô is used: the account's surfaces](/hc/ajuda/articles/maestro-brain-onde-cada-robo-e-usado-en)
- [Maestro tools per module and how to enable them](/hc/ajuda/articles/maestro-brain-ferramentas-maestro-por-modulo-en)
- [What is Maestro AI and the Account Brain](/hc/ajuda/articles/maestro-brain-overview-en)