Sync Frequency and Updates

Sync frequency by plan

How often Kowiki checks your sources for changes depends on your plan:

Plan	Sync frequency	Best for
Free	Manual only	Trying Kowiki with a small set of docs
Pro	Every 60 minutes	Teams with documents that change throughout the day
Pro+	Every 15 minutes	Teams that need near-real-time updates
Business	Every 5 minutes	Organizations requiring fast content propagation

On all plans, you can trigger a manual sync at any time in addition to the automatic schedule.

What triggers a sync

Automatic sync

On paid plans, Kowiki runs automatic syncs on your plan's schedule. Each sync checks all active connections for changes. The sync timer resets after each completed sync — so a 15-minute frequency means 15 minutes after the previous sync finishes, not 15 minutes from a fixed clock time.

Manual sync

To trigger an immediate sync:

1. Go to Settings → Sources.
2. Click the Sync Now button on a specific connection, or click Sync All to refresh every connection.
3. The sync starts within seconds and progress is shown on the connection card.

Manual sync is available on all plans, including Free.

First sync after connecting

When you connect a new source or add new folders to an existing connection, an initial sync runs immediately regardless of your plan's frequency. This import processes all supported files in the selected locations.

How sync processes changes

Kowiki uses incremental sync — it does not re-import your entire source on every cycle. Each sync:

1. Detects changes — Checks for files that have been created, modified, or deleted since the last sync.
2. Processes updates — Downloads and processes only the changed files.
3. Updates pages — Applies changes to the corresponding pages in your wiki.
4. Regenerates metadata — AI updates summaries and tags for modified pages.

This approach keeps syncs fast and efficient, even for large document libraries.

How specific changes are handled

New files

Files added to a synced folder are imported as new pages in your wiki during the next sync. They appear in the section that corresponds to the folder structure.

Modified files

When a document is edited at the source, Kowiki updates the corresponding wiki page with the new content. The page's revision history reflects the update, and AI-generated metadata is refreshed.

Moved or renamed files

• Renamed files — The corresponding page title updates to match.
• Moved within synced folders — The page moves to the corresponding section.
• Moved outside synced folders — Treated as a deletion (see below).

Deleted files

When a file is deleted from the source (or moved outside your synced folders):

• The corresponding page is marked as Removed from source in your wiki.
• The page is not automatically deleted from Kowiki.
• Removed pages no longer receive updates but remain searchable and accessible.
• You can delete removed pages manually or leave them as reference material.

This design prevents accidental content loss. If a file is deleted from the source by mistake, the content is still available in Kowiki.

Bulk deletions

If a large number of files are deleted from a source in a single sync (for example, a folder is removed), Kowiki flags this as an unusual event. The affected pages are marked as removed, and a notification appears on the Sources page so you can review the changes.

Sync duration

Sync duration depends on:

• Number of changed files since the last sync
• Size of the changed documents
• Response time from the source platform's API

Typical incremental syncs (a few changed files) complete in seconds. Large initial syncs or bulk changes may take several minutes. You can continue using Kowiki normally while a sync is in progress — changes appear as they are processed.

Monitoring sync activity

View sync history and performance on Settings → Sources by clicking any connection card. The Sync History tab shows:

• Start time and duration for each sync
• Number of pages added, updated, and marked as removed
• Any errors or skipped files

For additional help with sync issues, see Source Sync Issues.