Content goes out of date. Pricing changes. Products get renamed. Policies get updated. Without something keeping your agent in sync, it keeps answering questions based on information that is no longer accurate - and nobody notices until a customer gets the wrong answer.

Auto-sync solves this. When you connect an integration as a knowledge source, Outlearn does not take a one-time snapshot and move on. It stays connected. Every time your source is updated, your agent's knowledge updates with it. No manual re-importing, no maintenance overhead, no stale answers.

In this article, you'll learn:

• What auto-sync is and how it works
• Which sources auto-sync and which don't
• How to manually trigger a resync
• What to do if a source isn't syncing correctly

What Is Auto-Sync?

Auto-sync means Outlearn automatically monitors your connected sources for changes and pulls in updates as they happen. If you edit an article in your Helpjuice knowledge base, update a document in Google Drive, or add new content to Confluence, your agent picks up those changes without you having to do anything.

Your content stays untouched - Outlearn reads it, it never modifies or stores it in a way that affects your original source.

Which Sources Auto-Sync?

Auto-sync sources - these stay continuously in sync after connection:

• Helpjuice Knowledge Base
• Confluence
• KnowledgeOwl
• Helpdocs
• Help Scout
• Google Drive
• Dropbox
• Box
• OneDrive
• Freshworks
• Intercom (as a source)
• Zendesk (as a source)
• Slack (as a source)
• Microsoft Teams (as a source)
• Google Chat (as a source)
• Gmail (as a source)

Manual import sources - these do not auto-sync. They are a one-time import:

• Uploaded files (PDF, DOCX, CSV, XLSX, TXT, MD, HTML)
• Website URL crawls

If you update a file you've uploaded or a website you've crawled, your agent won't pick up those changes automatically. You'll need to re-upload the file or re-crawl the URL manually.

Checking Sync Status

In your Sources list, each connected source shows its sync status below the source name.

• Syncing - the source is actively being processed (common right after connecting or resyncing)
• Synced X ago - shows when the last successful sync happened

Manually Resyncing a Source

Even with auto-sync, there are times you may want to trigger an immediate resync - for example, right after a large batch of content updates.

1. Go to the Sources tab.
2. Find the source you want to resync.
3. Click the three dots (⋮) next to it.
4. Select Resync.

The source will start syncing immediately. The status will update to "Syncing" and then back to "Synced X ago" once it's done.

If a Source Isn't Syncing

If a source shows an error or hasn't synced in an unexpectedly long time, try the following:

1. Trigger a manual resync using the steps above.
2. Check your connection - go to the source's settings and confirm the integration is still authorized. Some platforms (like Google Drive) require you to re-authenticate if permissions change.
3. Delete and reconnect - if resyncing doesn't help, removing the source and reconnecting it from scratch often resolves the issue.

If the problem persists, contact Outlearn support via Profile → Support.

Best Practices

• Don't worry about keeping your agent updated manually - that's what auto-sync is for. Focus on keeping your original content accurate and well-organized.
• For uploaded files and website crawls, build a habit of re-uploading or re-crawling whenever the underlying content changes significantly.
• Check the sync timestamp on your most important sources occasionally to confirm everything is staying current.
• If you're about to launch a major knowledge base update, trigger a manual resync right after publishing so your agent picks up the changes immediately.