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Connector Sync in KM

Connector sync ensures the latest data present on the connectors (like Confluence, Sharepoint, etc.) gets synced to our KM dashboard and is available for providing bot responses.

There are 2 ways a connector sync runs at the moment:

• Manual sync: Run by KM Admins from the dashboard themselves.
  • Path: KM Dashboard → Settings → Integrations → Select Connector → Sync button on top right
• Automatic sync: Runs automatically at defined time intervals.

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Connector Sync Frequency Configuration

Connector sync frequency configuration has been added to allow admins to control how frequently their connector knowledge base shall be synced with the KM dashboard. This will ensure that the admins can set up the frequency such that unnecessary syncs are not running, and the connector syncs can be aligned with the frequency of connector knowledge base updates.

Auto-sync is an optional configuration; admins can always run the sync manually. Even after enabling auto-sync, it can be disabled or edited if required.

Following are the configurations available for the admins:

Daily Sync

The daily sync, as the name suggests, will ensure that the sync between the connector and the KM dashboard shall run every day (including weekends and public holidays) at the time configured by the admins.

Following information needs to be provided by the admins:

• Time: The time at which the sync needs to be run.

  • Users will be expected to enter the time as per the timezone they are in.

    

Weekly Sync

The weekly sync will ensure that the sync between the connector and the KM dashboard shall run every week on the day(s) selected by the user at the time configured by the admin.

Following information needs to be provided by the admins:

• Day(s): The day(s) on which the sync needs to run weekly. Multiple days can be selected.

• Time: The time at which the sync needs to be run on the selected days.

  • Users will be expected to enter the time as per the timezone they are in.

  

Custom Sync

The custom sync configuration allows admins to set up a custom frequency for the connector sync. Using this, admins can set up the sync for every "x" days, where "x" can vary from 1 to 30.
(e.g., "x=1" means the sync will run daily, and "x=30" means the sync will run every 30 days).

Following information needs to be provided by the admins:

• Frequency: The frequency (in days) at which the sync is required.

• Time: The time at which the sync needs to be run on the required days.

  • Users will be expected to enter the time as per the timezone they are in.

  

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Sync statuses

A connector sync moves through the following states. The same labels are used on the integration detail page, the sites/spaces/categories/knowledge-base tables, the Health Dashboard, and Sync Logs.

Stopping a sync in progress

If a sync was started with the wrong scope, is taking longer than expected, or was triggered by mistake, you can stop it without waiting for it to finish.

To stop a sync

1. Open the connector, then open the connection whose sync is running.

2. In the connection's action menu, select Stop sync. The option is only selectable while a sync is queued or running, and only once — it is unavailable if a stop is already in progress.

   

3. Confirm in the dialog.

4. The connection shows Stopping sync while processing is halted.

5. When the run has fully stopped, a Sync stopped banner appears with a Re-sync action so you can start a fresh run.

While a stop is in progress, View articles is unavailable for that connection so you don't open a partial result set.

How a stopped sync appears afterwards

• In Sync Logs, the run is recorded as Sync stopped. It is not treated as a
  failure, so no failure breakdown is shown for it.
• Sync failure notification emails are not sent for a run you stopped.

What happens when a sync finds no articles

If a sync run discovers zero articles across the whole connection, Leena AI treats this as unsafe rather than as an instruction to empty your knowledge base.

• The run is marked as failed.
• No existing articles are deleted.
• The next scheduled sync retries automatically.

In the sync log breakdown this appears as No articles found.

If you see this repeatedly, check the connection's source selection, path filters and metadata filters, and confirm that the service account still has read access at the source. A credentials or permissions change at the source is the most common cause.