Vector Models and Indexes for Enrollment Changes and Graduation Eligibility: Maintain Document Versions and Changes

What this category's data looks like

This page focuses on the scenario of student status changes and graduation eligibility review. The materials include three categories: leave-of-absence and return-to-school applications, major transfer applications, and graduation review checklists. A leave-of-absence and return-to-school application contains student status, effective date, approval signature, and receipt; a major transfer application contains the names of the transfer-in and transfer-out majors, the number of course recognitions, the date, and the signature; a graduation review checklist contains credit statistics, the number of required and elective courses, the review conclusion, and the signature. The three categories of materials are updated by semester batch, and the change records of the same student may appear across materials, so fields and dates must remain version-consistent. When materials enter the vector model and index features, they serve respectively as raw data and index objects: text content generates a default text index, image signatures or receipts generate an image description index or image vector index, and the index field records the corresponding vector identifier, to support subsequent retrieval and reference clipping of supporting materials.

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). The version ledger and change records are then completed by subsequent AI nodes, code nodes, or manual work (retrieval and reference clipping only take supporting materials). After changing the model, rebuild is triggered only for data that has already been indexed, and the rebuild task records the data range it covers.

Three common errors

• Symptom: The name, quantity, and date of the same record do not match between the leave-of-absence and return-to-school application and the graduation review checklist. Inspect the following: The material versions are not synchronized.
• Symptom: A major transfer application lacks a signature or receipt, but retrieval can still recall it. Inspect the following: The image description index or image vector index does not cover the signature page, and the raw data index field lacks the corresponding vector identifier.
• Symptom: After changing the model, recall quality drops, and a data row has content but cannot be retrieved. Inspect the following: Rebuild is triggered only for data that has already been indexed and does not cover all data rows, and the index model is inconsistent with the vector model actually used by the knowledge base.

How to verify the setup

This feature's acceptance check: sample a data row and look at the index field to confirm that multiple vector identifiers for one data item are all present; then run a retrieval once to see whether the same group is merged, with status indexed or recorded in the rebuild task.

Business test: change one piece of content and see whether the version number and references are updated synchronously; the number of references is the array length, the reference content budget is controlled by quoteMaxToken, and when the reference upper limit is involved, check the tokens of the referenced text, with the number of array entries recorded separately.

• Check the index model in the knowledge base settings to confirm it is consistent with the vector model actually used by the knowledge base; view the data range covered by the rebuild task, with status indexed or recorded in the rebuild task.
• Open a data row and check the index field to confirm that multiple vector identifiers for one data item are all present; after retrieval, check whether the same group is merged, and check the reference budgets of limit, and quoteMaxToken.