What this category's data looks like
Annual progress and acceptance of research projects involve three types of materials: annual progress reports, mid-term inspection materials, and acceptance reports. The sources are paper or electronic documents submitted by the project team, and the update cadence rolls by quarter, year, and acceptance milestones. Annual progress reports focus on the completion of research tasks, phased results, and fund usage; mid-term inspection materials focus on indicator achievement, personnel and equipment changes; acceptance reports focus on final results, fund settlement, and signed receipts. After the three types of materials enter the knowledge base, each is stored as an independent data row, the index service generates vectors and records index identifiers, and retrieval recalls by vector and merges back with the original data, supporting basis entries that point back to the source text.
Configuration and implementation checks
This part is executed by the index service and vector database, outputting vectors and index status (whether recall is possible, whether data in the same group is merged). Basis entries that can point back to the source text are then completed by subsequent AI nodes, code nodes, or manual work (retrieval and citation trimming only take supporting materials). Index status only reflects the correspondence between vectors and original data, and does not generate glossaries, comparison drafts, or version ledgers.
| Object | Check | Verification action |
|---|---|---|
| Annual progress report | Fields include project name, start and end dates, task completion, fund usage, and signature; dates and signatures must be compared item by item with the mid-term inspection materials and acceptance report | Open the data row and check whether the index field contains multiple vector identifiers, and confirm the status is indexed; search the project name to see whether the same group is merged |
| Mid-term inspection materials | Fields include indicator achievement, personnel and equipment changes, inspection conclusion, and receipt; the name, quantity, and date of the same record must be consistent with the annual progress report and acceptance report | Check whether the data row index field is complete and confirm there are no duplicate entries; search the indicator name to see whether it can be recalled and point back to the source text |
| Acceptance report | Fields include final results, fund settlement, acceptance opinion, and signature; the version must be current, and entries missing signatures or receipts must not be used as basis | View the data scope covered by the rebuild task record and confirm that after changing the model, data that has completed indexing is rebuilt; search the acceptance conclusion to see whether the same group is merged |
| Data row index field | Multiple vector identifiers for one piece of data are all present and consistent with the vector model actually used by the knowledge base | Check the index model in the knowledge base settings; open a data row and check the index field to confirm that configurations related to defaultToken and maxToken do not affect recall |
Three common errors
- Symptom: the name, quantity, and date of the same record do not match between the annual progress report and the acceptance report. Inspect the following: the two materials were entered separately, and cross-material field comparison was not performed.
- Symptom: the version of the mid-term inspection materials was not synchronized, and the old version and the current version exist at the same time. Inspect the following: compare the relevant source fields, document versions and downstream processing records.
- Symptom: the acceptance report is missing a signature or receipt, but retrieval can still recall it. Inspect the following: indexing only determines whether the vector exists and does not verify the signature and receipt fields.
How to verify the setup
Acceptance of this function: sample a data row to inspect the index field, then retrieve once to see whether the same group is merged; the status only recognizes indexed and the rebuild task record.
Business test: ask a cross-material basis question and see whether the answer provides a source that can be pointed back to.
- Check the index model and data row index field in the knowledge base settings, and confirm that multiple vector identifiers for one piece of data are all present.
- View the data scope covered by the rebuild task record, and confirm that after changing the model, rebuild is triggered only for data that has completed indexing.