What this category's data looks like
International student admissions and enrollment management involves materials such as admission brochures, admission letters, and visa application forms, with fields including name, nationality, passport number, date of birth, major, program duration, signature, and receipt date. Admission brochures are updated with academic years and policy adjustments, admission letters are issued by batch, and visa application forms change with embassy and consulate form versions. When these materials enter the vector model and indexing stage, admission brochures serve as retrievable knowledge fragments to generate text indexes, while admission letters and visa application forms serve as record-type materials to generate field-level indexes; image description indexes can be supplemented when model capabilities support it. Material versions change frequently, and the names, quantities, and dates of the same record across multiple materials must remain aligned, old versions must be traceable, and citations must be synchronized.
Configuration and implementation checks
This stage is executed by the indexing 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 citation trimming only take supporting materials).
| Object | Check | Verification action |
|---|---|---|
| Admission brochure | Fields include major name, program duration, application deadline, and signature field; the major name and date of the same record in the brochure and admission letter must be consistent | Check the brochure version number and effective academic year, compare the corresponding fields in the admission letter, and confirm that signatures and receipts are complete |
| Admission letter | Fields include name, passport number, admitted major, registration date, and signature; the name and date of birth must align with those in the visa application form | Open the data row to check the index fields, confirm that multiple vector identifiers for this record are present, and check whether data in the same group is merged during retrieval |
| Visa application form | Fields include name, nationality, passport number, date of birth, signature, and receipt date; the names, quantities, and dates must be consistent with those in the admission letter | Check the form version and signature field, and inspect the data range covered by the rebuild task record after changing models |
| Data row | The index field records multiple vector identifiers; retrieval merges back to the original data by identifier, and the highest score is taken for the same group | Sample a data row to inspect the index field and the defaultToken and maxToken settings, and confirm the status is indexed |
Three common errors
- Symptom: The major name and date of the same record in the admission brochure and admission letter do not match. Inspect the following: Material versions are not synchronized.
- Symptom: The visa application form lacks a signature or receipt, but retrieval can still recall that entry. Inspect the following: The field-level index does not cover the signature field, and the version ledger does not record the change.
- Symptom: After changing models, recall quality decreases and duplicate entries appear in retrieval results. Inspect the following: The rebuild task record only covers data that has already been indexed, and data in the same group is not merged.
How to verify the setup
Acceptance for this feature: Sample a data row to inspect the index field, confirm that multiple vector identifiers are present and the status is indexed; then retrieve once more to see whether data in the same group is merged and whether the highest score is taken.
Business test: Change one piece of content and see whether the version number and citations are updated synchronously; check that the number of citations is the array length, that the tokens of the citation text are recorded separately, and that quoteMaxToken is the citation content budget, without comparing the two for equality.
- In the knowledge base settings, check that the indexing model is consistent with the vector model actually used by the knowledge base, and inspect the data range covered by the rebuild task record.
- Open a data row to check the index field, confirm
defaultToken,maxToken, and the status value indexed, and check whether data in the same group is merged.