What this category's data looks like
This category's data includes three types of materials: self-assessment reports, issue lists, and rectification plans. Their fields cover names, quantities, dates, and signatures. Self-assessment reports are submitted by semester or academic year, issue lists are updated with inspection milestones, and rectification plans enter execution after signing. When the materials enter this feature, the self-assessment report serves as the main document providing the overall description, the issue list provides itemized facts, and the rectification plan provides dated action items. The three share the same batch of records, but the names, quantities, and dates of the same record often differ across materials. When versions are not synchronized, the old version can still be recalled, and missing signatures or receipts prevent items from being closed out. The update cadence is centralized changes after each round of self-assessment; after changes, re-indexing is required and references must be checked for synchronization.
Configuration and implementation checks
This step is performed by the indexing service and vector database, outputting vectors and index status (whether recall is possible and whether data in the same group is merged). The "version ledger and change records" are then completed by subsequent AI nodes, code nodes, or manual work (retrieval and reference trimming only take supporting materials). The indexing service and vector database are only responsible for vectors and index status; they do not generate glossaries, comparison drafts, or version ledgers.
| Object | Check | Verification action |
|---|---|---|
| Self-assessment report | The name, quantity, and date of the same record must be consistent with the issue list and rectification plan, and signatures and receipts must be complete | Open a data row and check the index fields to confirm that multiple vector identifiers are present; retrieve that record to see whether it is merged into one |
| Issue list | Item names and quantities must correspond to the self-assessment report, dates must fall within the same inspection cycle, and signatures and receipts must not be missing | In the knowledge base settings, check that the index model matches the vector model actually in use; review the data scope covered by the rebuild task |
| Rectification plan | Action item names, quantities, and dates must correspond to the issue list, and signatures or receipts must be traceable | After changing one piece of content, re-index and see whether the version number and references are updated in sync; record the limit budgets |
| Data row index fields | Multiple vector identifiers for one piece of data are all present, and the status is indexed or within the records of a rebuild task | Sample a data row and inspect the index fields; then retrieve again to see whether data in the same group is merged, with the vector score taking the highest score |
Three common errors
- Symptom: duplicate entries appear in retrieval results. Inspect the following: the name, quantity, and date of the same record do not match across two materials, the vectors are not merged, and the score does not take the highest.
- Symptom: recall quality drops after changing models. Inspect the following: rebuilds are triggered only for data that has already been indexed, the old version is not synchronized, and the version number and references are not updated together.
- Symptom: a data row has content but cannot be retrieved. Inspect the following: the index fields are missing vector identifiers, or the materials lack signatures and receipts, so the item is not closed out.
How to verify the setup
This feature's acceptance check: sample a data row and inspect the index fields to confirm that multiple vector identifiers are present and the status is indexed; then retrieve again to see whether data in the same group is merged, with the vector score taking the highest.
Business test: change one piece of content and see whether the version number and references are updated in sync; the number of references is recorded by array length, and the tokens of the reference text are checked separately, not compared for equality with the number of items.
- In the knowledge base settings, check that the index model matches the vector model actually in use, and review the data scope covered by the rebuild task.
- Open a data row and check the index fields, confirm the
limitbudgets, and record the number of references and the reference text tokens.