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Replacing a document with a newer version

You can’t change the text of a document once it’s added. When something changes, such as your clinic’s list of services, you add the new version, your manager switches your AI agent to it, and then you delete the old one.

Last updated: October 7, 2026

In this article

Before you start

  • Make the changes in your own copy of the file, for example in Word. If you don’t have the file, open the document’s menu (⋮) on the Knowledge Base page and click Download.
  • Give the new file a different name from the old one, for example Services October 2026.docx. The file name becomes the title in the list, so you can tell the two versions apart.
  • If the change starts on a set date, write it in the document, for example “Starting Monday, November 2, 2026, we offer flu shots.”

Replace the document

  1. Add the new version: in the menu on the left, click Knowledge Base, then the Import Document tab, then Choose files. See Adding a clinic document.
  2. Wait until the file shows Complete, with no yellow message at the top right. It’s now ready.
  3. Ask your clinic manager to link the new version to your AI agent in place of the old one. Give them both titles, for example: “Please replace Services 2025 with Services October 2026.”
  4. Wait until your manager confirms it’s done. Until then, your AI agent keeps using the old version.
  5. Delete the old version: on the Knowledge Base tab, click the three dots (⋮) on its row, then Delete, and confirm with Delete.
  6. Try your AI agent: ask about the change, such as a new service. See Trying your AI agent yourself.

What the patient hears

Calls that start after your manager makes the switch get answers from the new version. Before that, patients hear the old information.

Why this order

Don’t delete the old version first. If a document is deleted while it’s still linked, your AI agent may keep using it. And your manager can link the new version only once it’s ready.

If something goes wrong

  • The agent still gives the old information: check with your manager that the old version was removed from your AI agent, not only the new one added. If both are linked, the agent may give either answer.
  • You deleted the old version too early: tell your manager right away. If the agent still gives the old information, write to support@medfarsolutions.com.
  • Your manager can’t find the new version: ask them to reload the page. If it’s still missing, it isn’t ready. Delete it and add it again.