What this category's data looks like
This page addresses the scenario of technical college formal education management. Materials include three categories: student registration records, teaching plans, and skills training records. Student registration records provide fields for student identity and registration date; teaching plans provide fields for course name, number of class hours, and execution date; skills training records provide fields for training item, completed quantity, and instructor signature. Material sources are exports from the academic affairs system and scanned copies of paper-signed receipts. The update cadence is triggered at three points: semester registration, teaching plan adjustment, and training phase acceptance. When materials enter the vector model and indexing function, student registration records and teaching plans are split into structured text and then vectorized, while skills training records, because they contain signatures and receipts, require text extraction from scanned copies before entering the index. Together, the three support a version ledger and change record in which the current version is unique, old versions are traceable, and references are synchronized.
Configuration and implementation checks
This step is executed by the indexing service and the vector database, and outputs vectors and index status (whether recall is possible, whether data in the same group is merged). The "version ledger and change record" is then completed by subsequent AI nodes, code nodes, or manual work (retrieval and reference trimming only take supporting materials). The indexing model must be consistent with the vector model actually used by the knowledge base, and the index field of a data row should fully record the multiple vector identifiers corresponding to one piece of data.
| Object | Check | Verification action |
|---|---|---|
| Student registration records | Fields include student name, registration date, and signature; name, quantity, and date need to match the teaching plan | Open a data row and check whether the index field is complete and whether the status is indexed |
| Teaching plans | Course name, number of class hours, and execution date need to have references synchronized and updated after a version change | Run a retrieval once to see whether data in the same group is merged, and check the defaultToken and maxToken records |
| Skills training records | Training item, completed quantity, instructor signature, and receipt need to be complete; missing signature or receipt is regarded as inconsistent | Check the data range covered by the rebuild task record, and confirm whether, after changing the model, it is triggered only for data that has already been indexed |
| Version ledger and change record | The current version is unique, old versions are traceable, and references are synchronized; the version number and references need to be updated synchronously | After changing one piece of content, check whether the version number and references are updated synchronously, and record the number of array entries and the tokens of the reference text |
Three common errors
- Symptom: duplicate entries appear in retrieval results. Inspect the following: multiple vector identifiers for the same group of data are not fully recorded in the index field, causing merging to fail.
- Symptom: recall quality drops after changing the model. Inspect the following: during rebuild, data rows that have not completed indexing do not participate in recall; indexing must be completed before rebuilding.
- Symptom: a data row has content but cannot be retrieved. Inspect the following: skills training records are missing a signature or receipt, the material has not entered the index, and the status remains at creating index.
How to verify the setup
Feature acceptance: sample one data row to inspect the index field, then run a retrieval once to see whether the same group is merged, and check the status values indexed and the rebuild task record.
Business test: change one piece of content, see whether the version number and references are updated synchronously, and record the number of reference entries and the tokens of the reference text.
- In the knowledge base settings, check that the indexing model is consistent with the vector model actually used by the knowledge base
- Open a data row and check whether the index field records multiple vector identifiers, and inspect the data range covered by the rebuild task