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Maintenance Tools Overview

Maintenance Tools provides automated operations for cache management, database optimization, and system health. This page explains each tool and when to use it.

What Are Maintenance Tools?​

Maintenance Tools are administrative utilities that help keep the chatbot running smoothly. These are optional optimizations - your chatbot works fine without them, but they can improve performance and quality.

Think of It Like...​

Imagine maintaining a library:

  • Without maintenance: Books pile up, outdated materials remain, organization degrades
  • With maintenance: Regular cleanup, organized shelves, current materials

Maintenance Tools are like your scheduled library upkeep - they keep everything running optimally.

Available Tools​

ToolPurposeFrequency
FAQ GeneratorPre-cache common questionsMonthly or as needed
Cache CleanupRemove expired entriesWeekly or monthly
Database MigrationAdd new featuresOne-time or after updates
Feedback AnalyzerAnalyze user feedback with AIWeekly or monthly

Quick Start Guide​

The interface shows a recommended workflow:

  1. First Time Setup - Run Database Migration to add admin tables
  2. Generate FAQs - Use Dry Run first, then generate
  3. Analyze Feedback - Update quality scores
  4. Regular Cleanup - Remove expired entries
Not Required

These tools are optional optimizations. The chatbot's automatic caching handles most needs. Use these tools for bulk operations or deep analysis.

Tool Summaries​

FAQ Generator​

What it does: Analyzes conversation history to find frequently asked questions and automatically creates cached responses for them.

When to use:

  • Setting up a new system
  • After major content updates
  • When you want to pre-populate cache

Learn more →

Cache Cleanup​

What it does: Removes expired cache entries to keep the database clean and efficient.

When to use:

  • Weekly or monthly maintenance
  • When database seems slow
  • After bulk cache operations

Learn more →

Database Migration​

What it does: Updates the database schema to add new features like activity logging and feedback tracking.

When to use:

  • First-time admin panel setup
  • After pulling new code updates
  • When new features require database changes

Learn more →

Feedback Analyzer​

What it does: Uses AI to analyze user feedback comments, identify issues, and update source document quality scores.

When to use:

  • Weekly performance review
  • After FAQ generation
  • When feedback patterns seem unclear

Learn more →

Important Notes​

Automatic vs. Manual​

Your chatbot has automatic caching that works continuously:

  • New questions automatically generate responses
  • Good responses get cached for reuse
  • The system learns from user interactions

Maintenance Tools are for manual optimization when you want more control or bulk operations.

Safe to Run​

These tools are designed to be safe:

  • Dry Run options let you preview before committing
  • Confirmations prevent accidental operations
  • Results are logged for review

When to Skip​

You probably don't need Maintenance Tools if:

  • The chatbot is performing well
  • Cache hit rates are acceptable
  • Users aren't reporting issues

Check Analytics to see if maintenance is needed.

Weekly (Optional)​

  • Review cache performance
  • Run Cleanup if many expired entries
  • Quick feedback review
  • Run Cache Cleanup
  • Analyze 30-day feedback
  • Review FAQ candidates
  • Deep feedback analysis (90 days)
  • Database maintenance review
  • Consider FAQ generation for new content

Next Steps​

Remember: Maintenance Tools optimize what's already working. Focus on them after your content and caching are in good shape!

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