Updating Existing Documents

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Overview

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When to Update Documents

• Information becomes outdated or inaccurate
• Policies or procedures change
• New services or options become available
• Healthcare regulations or guidelines change
• You identify gaps or areas for improvement
• Usage analytics show confusion or frequent questions about the topic

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Accessing Documents for Updates

1. Navigate to your knowledge base in the AlloMia dashboard
2. Locate the document using:
   • Search functionality
   • Category browsing
   • Filter by tags or status
3. Click on the document name to open the document detail view
4. Select “Edit” to make changes

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Document Update Workflow

1. Review Current Version:
   • Read the entire document to understand its current state
   • Note all areas requiring updates
   • Check related documents for consistency
2. Make Edits:
   • Update inaccurate or outdated information
   • Add new relevant content
   • Improve clarity and organization if needed
   • Ensure formatting remains consistent
3. Add Update Metadata:
   • Update the “Last Modified” date
   • Add version notes describing changes
   • Update any related tags or categories
   • Modify status if necessary (Draft, Review, Published)
4. Submit for Review (if applicable):
   • For organizations with approval workflows
   • Assign to appropriate reviewers
   • Include notes about significant changes
5. Publish Updates:
   • Once approved, publish the updated document
   • Ensure it syncs with connected voice agents

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Version Control Best Practices

1. In the document detail view, click “Version History”
2. For each update:
   • Add descriptive version notes
   • Tag major vs. minor updates
   • Link to relevant change requests or policies
   • Record who approved the changes
3. When viewing version history, you can:
   • Compare any two versions
   • Restore previous versions if needed
   • See who made specific changes
   • Track the document’s evolution over time

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Batch Updates

1. From your knowledge base, use checkboxes to select multiple documents
2. Click “Batch Edit” to modify:
   • Status
   • Categories
   • Tags
   • Expiration dates
   • Review dates
   • Access permissions
3. Use “Find and Replace” for content changes across multiple documents:
   • Update terminology consistently
   • Fix common errors
   • Replace outdated information

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Scheduling Regular Updates

1. In “Knowledge Base Settings,” configure “Document Maintenance”:
   • Set default review frequencies (quarterly, annually, etc.)
   • Enable review reminders
   • Assign review responsibilities
2. For individual documents, set custom review schedules:
   • Critical documents may need more frequent reviews
   • Seasonal content should be reviewed before relevant periods
   • Regulatory information should align with compliance schedules

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Testing Updated Documents

1. Use the “Test Retrieval” feature:
   • Enter sample questions related to the updated content
   • Verify the updated information is properly retrieved
   • Check that related voice agents access the new content
2. Review in context:
   • Use “Speak with Agent” to test how the information is used in conversation
   • Verify that the agent correctly incorporates the updated information
   • Check for any inconsistencies or confusion

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Best Practices for Healthcare Document Updates

• Accuracy Verification: Have clinical staff review medical content changes
• Change Documentation: Maintain clear records of what was updated and why
• Version Comparison: Use the comparison tool to highlight exactly what changed
• Coordinated Updates: Update related documents simultaneously for consistency
• Notification System: Alert relevant team members about significant changes
• Archiving Strategy: Archive rather than delete outdated documents
• Update Communication: Inform users about major content changes
• Compliance Tracking: Document how updates align with regulatory requirements

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Handling Time-Sensitive Updates

1. Use the “Priority Update” feature:
   • Flag the document as requiring immediate attention
   • Assign reviewers with tight deadlines
   • Enable expedited approval workflow
2. Force synchronization with voice agents:
   • In document settings, select “Force Sync”
   • This ensures voice agents immediately access the updated information
   • Monitor initial usage to verify proper implementation

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Troubleshooting Update Issues

• Check for locked documents that may require unlocking
• Verify you have proper edit permissions
• Clear your browser cache if changes aren’t appearing
• Check for conflicts if multiple people are editing
• Verify that update notes are being saved properly
• Contact AlloMia support for persistent update issues