Synchronize and Understand Statuses
Synchronization compares stored content hashes, creates/updates only changed page files, leaves current sources alone, and removes previously stored pages that are no longer selected.
Synchronization is the publishing step for WordPress knowledge. SmartSite processes each selected source, compares its current content-and-metadata hash with the last successful record, and decides whether to create, replace, leave alone, or remove the corresponding OpenAI file. The result modal reports each decision so a run can be partially successful rather than simply “passed” or “failed.”
The practical starting point is to confirm the regular api key and active assistant. Continue through the workflow until you ask a new test question and inspect retrieval diagnostics, then use the field notes below to understand which choices affected AI output and which only changed delivery, access, or presentation.
What this feature does and when to use it
Section titled “What this feature does and when to use it”Run it after selection, page content, or metadata changes and whenever the dashboard reports pending work.
Use this feature in the following situations:
- You selected a new source or changed a page, post, or saved metadata.
- The dashboard shows Pending, Not synced, an unhealthy store, or item-specific errors.
- You deselected content and need the previously synchronized remote copy removed.
Where to find it
Section titled “Where to find it”Before you begin
Section titled “Before you begin”- SmartSite Assistant is installed and activated.
- You are signed in with an account that can manage WordPress options.
Set it up step by step
Section titled “Set it up step by step”- Confirm the regular API key and active assistant.
- Review selected sources and pending count.
- Select Sync and keep the browser tab open while the step-based session runs.
- Review Created, Updated, Already Current, Removed, and Errors in the result modal.
- Correct any item-specific errors and rerun; successful items do not need manual rollback.
- Confirm the status summary reports healthy/current.
- Ask a new test question and inspect retrieval diagnostics.
Fields, controls, and important values
Section titled “Fields, controls, and important values”These states tell you whether the AI is likely to see the same content that you see in WordPress. Pending and Not synced mean the remote knowledge may be missing or outdated; Current means the processed source matches the last successful upload. A green state confirms synchronization, not relevance, so always test whether a realistic question retrieves and uses the right source.
| Field, control, or status | What SmartSite Assistant does with it | How to use it and why it matters |
|---|---|---|
| Not synced | Selected locally but no matching synchronized record exists. | Treat this source as unavailable to remote retrieval: it is selected in WordPress but has no matching successful synchronization record. Run synchronization and wait for an item-level result before testing questions about it. |
| Pending | The processed content hash differs from the last successful sync. | Treat this as a local change waiting to be synchronized. It appears when processed content or metadata no longer matches the last successful hash; run synchronization so the remote vector-store copy can be replaced. |
| Synced / Current | The current processed content matches the stored synchronized hash. | This means the processed local source matches the hash recorded after successful synchronization. It confirms currency, not usefulness, so ask a new representative question and inspect retrieval diagnostics before trusting answer quality. |
| Created / Updated / Already Current | Per-run successful outcomes. | Read this per-run result to see whether synchronization added a new remote item, replaced a changed one, or skipped an unchanged one. Review any other item failures before treating the complete run as successful. |
| Removed | A previously synchronized page that is no longer selected was removed during this run. | This means the run removed a previously synchronized source after it was deselected locally. Confirm the intended page was removed and ask a fresh question; old conversation context may still contain an earlier answer. |
| Session lifetime | Incremental synchronization state expires after 30 minutes; an interrupted run can be restarted. | If an incremental run is interrupted for more than 30 minutes, start it again instead of expecting the saved session to resume. Recheck all item outcomes because a new run determines what still needs creation, update, or removal. |
How to confirm it is working
Section titled “How to confirm it is working”Judge Synchronize and Understand Statuses where its effect is actually consumed—by the administrator, visitor, model, or connected service. The expected result above is more useful than a green badge because it describes the behavior the configuration was meant to produce.
Practical example
Section titled “Practical example”Edit one synchronized policy page; it becomes Pending, then Updated after the next sync while untouched pages remain Already Current.
Recommended practice
Section titled “Recommended practice”- Change one part of Synchronize and Understand Statuses at a time and keep a short record of the previous value and test result.
- Judge the change with a fresh question that depends on this source; an admin status cannot show whether retrieval chose it.
Important warnings
Section titled “Important warnings”Common problems and focused checks
Section titled “Common problems and focused checks”| Problem | What to check and what to do next |
|---|---|
| Vector store expired or is missing. | Run sync again; the implementation recreates an expired store and retries the operation. |
| Only some items fail. | Treat the run as partial success, fix the listed items, and rerun. |
| Synchronize and Understand Statuses is missing or does not match this guide. | Confirm the plugin is active and the account can manage WordPress options. Check selection, synchronization, remote processing, and retrieval evidence in that order. |
| A change on Synchronize and Understand Statuses does not produce the expected result. | Keep the exact notice and test case, then review the browser console and WordPress/PHP log. Check selection, synchronization, remote processing, and retrieval evidence in that order. |
Screen reference
Section titled “Screen reference”- Capture
- After changing one synchronized page, open the sync result modal showing one Updated, one Already Current, and no secret filenames.
- Show
- Vector-store badge, pending count, Sync button, result categories, item errors
- Viewport
- Desktop, 1440 × 900
- Annotate
- Use numbered callouts only for controls referenced in the procedure.
- Redact
- OpenAI keys, tokens, secrets, personal information, private URLs, IP addresses, and conversation text