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Casting the Spell: Know-How Update and Knowledge Training

Now that you have your know-how prepared in the sources folder on Google Drive and have possibly adjusted settings in the Transcription Settings part, it's time to instruct your BuddyPro instance to "read" all this information, process it, store it in its knowledge base, and also load your current personality and onboarding settings.

Update Know-How: What Exactly Does It Do and When Do You Need It?​

In the Dashboard in the left menu, find the Know-how section and click the yellow Update Know-how button to start the update.

This is the central point for updating practically everything that defines your AI expert (except for the content of expert subroles themselves, which is handled in the Roles section with the Update Roles button, see chapter 11). Behind the scenes, update know-how triggers the following complex series of steps:

  • Synchronization with the sources folder on Google Drive: BuddyPro checks the contents of your sources folder and all its relevant subfolders (sources/Files, sources/Texts, sources/URLs). It identifies new files or URLs added since the last update, recognizes changes to existing Google Docs, and notices deleted files or URLs.
  • Processing new or changed knowledge sources: For new or modified audio and video files, it transcribes them to text (respecting your transcription_settings.gdoc). For PDFs, DOCX, TXT files and Google Docs, it extracts their complete text content. For URL links, it downloads and extracts the textual content of the web pages. Resulting transcripts are saved to the appropriate transcriptions subfolders on your Google Drive.
  • Updating the internal vector database (AI knowledge "brain"): All newly processed textual content is intelligently divided into smaller logical chunks. Each chunk is converted into a vector embedding (a mathematical representation of its meaning and context) and added or updated in your AI instance's internal secure vector database. If you have deleted source files or URLs, the corresponding vectors are also removed -- so your AI "forgets" information that should no longer be part of its knowledge.
  • Updating the list of suggested expert subroles: Based on the complete, up-to-date content of your knowledge base, BuddyPro re-analyzes the possible topics and specializations and updates the list in ROLES/list_of_roles.gdoc. Note: the update know-how process alone does not create or modify the detailed content (definitions) of these roles -- that is the job of the Update Roles button.
  • Loading the current versions of key configuration files: The update also ensures that your AI instance reloads and applies the current contents of system_prompt.gdoc, onboarding.gdoc, and transcription_settings.gdoc. This means any change to these files requires running update know-how to take effect.

How to Track the Progress of Update Know-How and When Is It Done?​

  • After launching update know-how, your BuddyPro instance in Telegram usually confirms that the process has started with a short message (e.g., Updating Buddy Pro...).
  • Processing time depends on the amount and type of new or changed know-how and configuration files. Processing a few small text files can be done within seconds or minutes. Transcribing hours of new audio/video materials or processing a large number of URLs can take longer (sometimes several hours, depending on the amount of content).
  • After successfully completing the entire process, your BuddyPro instance should send you a message in Telegram, for example: Updating Buddy Pro Finished Successfully.
  • What to do if the process takes too long?

Troubleshooting Common Errors and Problems During Update Know-How Processing​

If BuddyPro encounters a problem with a specific file, URL, or configuration files during the update know-how process, it usually informs you in a message in Telegram after (partial or unsuccessful) completion and lists the problematic sources or type of error.

  • Most common errors and their solutions:
  • After any problem correction on your side, always run update know-how again for the changes to take effect and the system to attempt to process the data correctly again.

Update Know-How Is Your Most Frequent Partner: Use It Regularly!​

Let's summarize: in the Dashboard in the Know-how section, you must use the Update Know-how button EVERY TIME you make any of the following significant changes in your BuddyPro configuration or knowledge base:

  • ➕ Add new files (PDF, audio, video, text documents) or URL links to the respective subfolders in the sources folder on your Google Drive.
  • ✏️ Edit the content of any existing file or Google Doc in the sources folder (e.g., update information in a PDF, rewrite a chapter in a Google Doc in sources/Texts, add new URLs to URL SOURCES.gdoc).
  • ❌ Delete some files or URL links from the sources folder (so AI stops using outdated or unwanted information).

Without running update know-how, your changes will not be reflected in the behavior or knowledge of your AI instance! It's like when you save a document on your computer but don't turn on cloud synchronization -- others (in this case your AI) will still see the old version and work with outdated data or settings.

Option to Interrupt a Long-Running Process: /stopUpdate Command​

If for some very urgent reason you need to interrupt a currently running update know-how process (for example, you realized too late that you accidentally uploaded a huge amount of data you didn't want to process, and you want to stop it as soon as possible), you can use the command:

/stopUpdate

After using /stopUpdate and correcting the situation (e.g., deleting unwanted files), you'll need to run update know-how again.

With this understanding of update know-how, you're now equipped with a key tool for training and configuring your AI Expert. In the next chapter, we'll look at how to create specific expert "hats" from your processed know-how -- i.e., expert subroles -- using the Update Roles button.

Frequently Asked Questions (FAQ) for This Step​

Do I have to run update know-how after every minor edit of one file in sources?

Yes, if you want this minor edit to be reflected in AI knowledge. Update know-how is designed to be relatively efficient and process only changed or new parts.

What if I accidentally delete a transcript (transcription file) from the transcriptions folder instead of the original file from sources?

If you delete only the transcript .gdoc file from the transcriptions folder, but the original source file (e.g., PDF, MP3) remains in the sources/Files folder (or URL in URL SOURCES.gdoc), then on the next run of update know-how, the system detects that the source file still exists but its transcript is missing, and will attempt to create it again. However, if you want AI to "forget" that know-how, you must delete the original source file directly from the sources folder (e.g., sources/Files/my_video.mp4) and then run update know-how.

What's the difference between updating the role list in ROLES/list_of_roles.gdoc and generating role content?

Update know-how analyzes your know-how and updates only the list of suggested expert subrole names in the ROLES/list_of_roles.gdoc file. This file serves as a "menu" of available specializations. However, update know-how does not create or change the detailed content (definition) of each role (which are separate, often multi-page Google Docs in the ROLES folder). That's the task of the update roles command, which based on the current list and your know-how will generate or update the content of each individual role in detail.