How to Update the Information Your AI Assistant Uses
Update Niwa's source pages, product records and business rules, refresh site knowledge and verify that a new conversation uses the corrected facts.
To update the information your AI assistant uses, change the source record first, remove conflicting copies, refresh the assistant's knowledge and test the changed fact in a new conversation. In Niwa, that means updating the relevant WordPress page or WooCommerce record, checking Frontend Agent Rules, and using Run Full Index + Embeddings when site knowledge needs rebuilding.
Start with one identifiable change, such as a delivery condition or service duration. Record the old answer, the new fact and the source that should support it. This gives you a way to tell whether the update has reached the assistant rather than whether its next reply merely sounds different.
Identify where the fact belongs
A policy belongs on the relevant policy page. Product prices, stock and variations belong in their WooCommerce records. Services and availability need to agree with the booking setup. The assistant's business profile provides instructions and supplementary facts, but it should not become a disconnected copy of every changing record.
Find other places where the old fact appears. A delivery promise may exist on the policy page, homepage, FAQ and customer-chat profile. Correcting only one copy leaves a conflict the assistant can encounter later.
For an illustrative example, suppose your published collection hours change from Saturday morning to Saturday afternoon. Update the actual hours page and every current place that states the earlier hours. Do not rely on telling the assistant once in an administrator conversation to correct all those sources.
Save and verify the authoritative record
Edit the intended WordPress page or product and save the change. Open the public record and confirm the exact value. Check the domain, page and product variation so you do not verify a staging copy while customers still use the old live record.
For products, inspect the relevant field rather than only the description. Changing a sentence that says "medium available" does not change variation stock. WooCommerce's product editor guidance explains where price and inventory information is saved.
For a variable product, confirm the selected size and colour. WooCommerce's variation documentation shows how different options can have their own prices and stock settings.
If a public page still shows old content, review the caches used by your WordPress site and hosting. Confirm the source edit is saved before clearing caches. A knowledge rebuild cannot repair a page edit made to the wrong record.
Bring business rules into agreement
Open Niwa AI → Frontend Agent Rules. Check the FAQ, policies, support hours and other fields that might repeat the changed information. Replace expired text and save the profile.
Keep the instruction specific enough to guide an answer. For example, explain which published policy applies and what the assistant should do when the customer's case is not covered. Avoid adding a rule that contradicts the actual page in an attempt to fix one conversation quickly.
The Niwa setup handbook documents the profile fields and their separate save action. It also distinguishes these public-facing instructions from private Founder Notes. Put a customer policy in the customer profile, not only in an owner's private notes.
Refresh the site knowledge and inspect progress
For a change to indexed site content, open Main Settings and use Run Full Index + Embeddings. Follow the Indexed, Embedded and Pending counters and inspect any service errors.
Wait for the relevant work to complete before judging the updated answer. If the rebuild reports an error, investigate that error and the configured service. Repeatedly starting a rebuild can make it harder to tell which run you are inspecting.
The page cache and the knowledge index perform different jobs. The cache can affect what a browser sees. The index affects what content the assistant can retrieve. Verify each part where the changed fact travels; clearing one does not prove the other is current.
For changing product fields, compare the reply with the current product or variation record as well. A completed index is useful evidence, but the correct live stock or price is still the value in the relevant catalog record.
Test the change in a fresh conversation
Open a private browser window and start a new customer conversation. Ask the question that previously used the old fact, then a paraphrase. Compare both replies with the saved source.
For the collection-hours example, ask when collection is available on Saturday. Then ask whether arriving in the morning is possible. The assistant should use the new hours and handle the follow-up consistently.
Also inspect an existing conversation if customers are likely to continue it. Earlier messages may contain the old answer. Test whether the assistant can use the current information when asked to confirm again. Do not delete all conversation history just to make one test look correct.
If a booking process is affected, test the changed availability and saved appointment details on the channels you use. Niwa can use your business information to complete bookings directly in the website chat or on WhatsApp. Check the selected service, time and customer details in the appointment record.
Keep a short maintenance record
Record what changed, who updated it, which sources were corrected and which questions passed. Keep screenshots or an exact answer where they help you reproduce an issue, with private customer information removed.
Assign an information owner for policies, products and services. Review changes when offers expire or the business schedule changes.
Review Niwa's data and access guidance when sharing diagnostic records. If the answer remains stale, send Niwa the source URL, changed fact and observed reply. That evidence identifies the affected part of the update process.
