Sync and expiry

Contrata keeps most knowledge sources up to date on its own, and you can step in — refresh a source by hand, set it to expire, or mark it as yours to look after.

Check when a source last synced

Open a source from the Knowledge list to see its Details tab, including its Status, when it was last refreshed, and who owns it.

Refresh a source manually

Open the source and select the refresh icon in its header. This queues an immediate check rather than waiting for the next automatic sync — handy right after the underlying document or page has changed.

Set an expiry date

1. Open the source and, under Expiry, choose Set expiry date instead of No expiry.
2. Pick the date it should stop being considered current.
3. Turn on Stop workflows if this source has expired if a workflow using it should fail rather than continue without it.

Past its expiry date, the source shows a Status of Expired in the Knowledge list — update it with a new date, or remove it once you no longer need it.

Ownership

Turn on Mark as Owned to restrict editing and deleting a source to just you — everyone else can still read and use it. This is worth doing for anything only you should be able to change, like a source built from your own files.