Source ownership
Knowledge Base content should have a clear owner. Store policies, shipping rules, return windows, tone guides, support procedures, and product FAQs should be reviewed before agents or Copilot use them for customer-facing answers.
Quality signals
Prefer concise source items with clear titles, current dates, and narrow scope. Remove stale policy copies instead of leaving conflicting answers for the assistant to interpret. The Knowledge Base feature explains the product area, and the source-building tutorial shows a practical setup flow.
Revision discipline
When policy changes, update the Knowledge Base item and document the reason. If a generated answer cites an outdated source, treat the source content as the problem before blaming the output.
Owner and cadence
- Primary owner: site administrator with provider, billing, and security responsibility.
- Review cadence: after provider, mailbox, role, budget, security, WooCommerce, or integration changes.
- Escalate when a setting grants high-risk access, changes provider spend, weakens privacy posture, or redirects alerts away from monitored owners.
Production checklist
- Create narrow, current source entries for shipping, returns, support tone, product FAQs, and escalation rules.
- Remove stale or duplicate policies instead of expecting the assistant to choose the right version.
- Document who owns provider credentials, budget limits, role access, notification routing, and ongoing review.
- Keep configuration changes behind administrator access and review them after plugin updates, staff changes, or incidents.
Acceptance checks
- Customer-facing drafts can cite current sources for policy-sensitive claims.
- A content owner can update source material when policy or product behavior changes.
- A second administrator can explain why each high-risk setting is enabled and who may change it.
- No production credential, support mailbox, or notification path depends on an unmanaged personal account.
Common mistakes
- Using personal provider keys, personal mailboxes, or broad administrator access because it is faster during setup.
- Changing budgets, roles, notifications, or integrations without recording the owner and review reason.
Related operations
- Build sources with the Knowledge Base tutorial.
- Review Agents before letting agents rely on sources.
- Pair configuration work with Roles and Permissions.
- Review Approval Controls before enabling write-capable modules.
- Use Cost Allocation and Client Billing Review before client or team billing reviews.
- Use Security and Key Rotation before changing provider credentials.
- Use Cache Queue and Performance before scaling automation or alerts.
- Use Scheduled Task and Cron Reliability before relying on recurring work.
- Use Provider Models and Fallbacks before changing production model behavior.
- Use Data Residency and Provider Policy Review before sending sensitive context.
- Use Provider Rate Limits and Retry Planning before high-volume automation.
- Use Source Freshness Review Calendar before teams depend on policy sources.
- Use Email Deliverability and Domain Authentication before operational mail matters.