Monitoring and managing knowledge indexes

As an administrator, use the Knowledge Index Management capability to view and manage the indexed documents in BMC HelixGPT. It provides visibility into indexed content and controlled mechanisms for permanently deleting documents within specific scopes, such as data sources or connections.

Through knowledge index management, you can view index details, preview how many documents are indexed from each source, the storage consumed by the indexed documents, and the date and time of the last index update. Also, you can delete the documents from the index.

Click here to view the General tab in the knowledge index management settings, which displays index details.

Managing indexed documents is critical to the quality and reliability of BMC HelixGPT responses. Over time, data sources change, connections are retired, and content policies evolve. Without index management, outdated or incorrect documents may continue to influence BMC HelixGPT-generated responses.

The document index management helps you:

• Improve BMC HelixGPT answer relevance and accuracy.
• Reduce index size and unnecessary storage usage.
• Enforce data governance and retention policies.
• Avoid rebuilding the entire knowledge index.

To delete the documents from an index

1. Log in to HelixGPT Agent Studio and click Settings .
2. Select HelixGPT > Knowledge Index.
3. Click the Manage tab.
   
4. To delete the documents from the index, perform one of the following options:
   1. Delete by data source type: Removes all the documents that match the selected data source type.
      1. In the Delete by data source type section, select a data source from the Source type drop-down list.
         The system automatically displays the number of documents associated with the selected data source.
      2. Review the previewed document count.
      3. Click Delete by source.
      4. In the confirmation dialog, acknowledge the warning and click Permanently delete.
   2. Delete by connection ID: Removes all the documents ingested from the selected connection.
      1. In the Delete by connection ID section, select a connection from the Connection ID list.
         A preview displays the number of documents indexed through the selected connection.
      2. Review the previewed document count.
      3. Click Delete by connection ID.
      4. In the confirmation dialog, acknowledge the warning and click Permanently delete.
   3. Delete all documents: Removes all the documents from the active index.
      1. In the Delete all documents section, review the total number of indexed documents displayed in the preview.
      2. Click Delete all documents.
      3. In the confirmation dialog, acknowledge the warning and click Permanently delete.

Best practices for deleting documents from the index

We recommend the following best practices for deleting the documents from the index:

• Make sure that there are no manually created active document deletion jobs on the DataConnectionJob record page. Always use the document-deletion option from the HelixGPT Agent Studio settings.
• Check for active ingestion or sync jobs before deleting documents: Ongoing ingestion jobs can add or remove documents while a delete operation is in progress, leading to unexpected results.
• Check the number of previewed documents to delete to avoid size limit errors: Large deletion requests can be blocked if they exceed system‑defined limits. Always review the count of previewed documents before proceeding.
• Prefer targeted deletions over bulk deletions: Narrow the deletion scope by deleting documents by connection ID or data source type instead of deleting all documents at once, especially in large environments.
  Performing multiple targeted deletions is safer and more reliable than attempting a single large delete operation.

To view the audit trail of the delete index job

All deletion actions are audited. The audit trail records who performed the deletion, the scope of the delete action, and the outcome of the operation

1. Log in to BMC Helix Innovation Studio.
2. On the Workspace tab, click HelixGPT Agent Studio. 
3. On the Records tab, select the check box for the DataConnectionJobStep record definition and click Edit data.
4. To view the audit details of a particular delete job, click the Display ID of the record with type Delete. 

Related topics

Adding data sources in BMC HelixGPT

Ingesting data into BMC HelixGPT