Use Web sources: synced pages and live search

Web sources give your bot information from pages you choose. They are part of your knowledge, not a connection that changes anything on your website.

How it works

Three ways to use a website

Choice	What happens	Best fit
One-time knowledge import from a website	omotto reads website content and prepares knowledge for your review. You decide what to save. It does not keep those saved items linked to the website for automatic updates.	Turning a website into reviewed knowledge. See importing knowledge.
Synced pages	omotto keeps a saved text copy of one page and checks it for changes. There is no separate import-review step. The page, not an editor in omotto, controls its content.	A particular policy, guide or information page that should stay up to date.
Live search	omotto searches within a configured site or section when it needs information. This does not save a complete copy of the site. There is no separate import-review step.	A help center or section with many pages.

Live search is not open-web search. It is limited to the sources you have configured. Adding a site does not guarantee that every page will appear in search results, or that a particular question will find an answer.

Use Google Drive knowledge for linked Google files. Use your Shopify catalog for connected store products; adding a web source is not the same thing.

Where to find it

Sources: Bot → Handbook → What the assistant knows → Web sources. The heading uses your bot’s name. Live-search rule: Bot → Handbook → What the assistant does when… → Documentation web search. If unchanged, find it under Unchanged rules → Show.

Set it up

Open Web sources at the location above.
Choose Add a website address above the list.
Choose Add to for general knowledge or the intended enabled skill.
Enter the page or section in Website address, for example https://example.com/help.
Choose Save.
Wait for the check to finish.
Find the result in the list; its caption identifies Synced pages or Live search.

omotto checks the address and its links to choose the source type automatically. An address with many links within its own section may become live search; another may become a synced page. Do not assume that entering a homepage always creates live search. A synced page stays in Web sources rather than moving to the Documents tab.

The address must be a web page omotto can open. A failed check does not add it. If the controls are missing, ask your workspace owner to check your editing permissions and the features available in your plan. Viewing a source does not automatically give permission to add or change one.

Settings

Both kinds share one list, count and set of page controls. Use Search web sources with All, Synced pages, Live search or Needs action to narrow it. Export, when offered, exports only live-search sources, never synced pages. There is no column chooser for this list. If your plan no longer includes live search, existing synced pages remain available under their own editing permissions.

Live search: settings for one source

Click the text under When to search it to open the source editor. After editing, choose Save; Cancel leaves the saved text unchanged. Save or cancel your text before using a conversion or move action.

Control	What it does	Starting value or rule
Website address	Sets the site or section at creation. A source such as `example.com/help` covers that section and its subpages, not unrelated sections such as `/news`. A whole-domain source can also cover its subdomains, such as `support.example.com`.	Entered by you. The site is fixed after adding; this editor changes only the trigger text. To use another address, remove the old source and add the new one.
When to search it	Describes the questions for which this source is useful. On the Knowledge screen the same field is called Source trigger text.	omotto attempts to draft it from the page. Check the result; do not assume a useful description is already present. Maximum 300 characters.

Write a useful sentence, not just a website name. For example: “Search here for installation, troubleshooting and compatibility questions about our booking software.” The description helps the bot judge relevance; it is not a list of exact words a customer must type.

Live-search behavior settings

Open the built-in rule Documentation web search at the location above for these additional controls.

Setting	What it does	Default
In use	Turns documentation live search on or off for the workspace. Turning it off leaves sources saved, but they are not searched live.	On. An earlier choice to turn it off stays off.
Instructions	Changes the rule’s editable guidance. It saves when you leave the text field. After customizing, choose Reset to default to restore and save the built-in guidance. Clearing the field and leaving it also restores the default; it does not remove the guidance. Keep source-specific descriptions on the individual sources.	Prefer the business’s own knowledge first; search documentation sources for questions about the products they cover.
Name the source in replies	Controls whether replies should name the documentation site used. This is not a switch that guarantees a link or a citation on every answer.	Off (default): do not name it unless the customer asks where the information came from. On: name it naturally when the answer uses it.

A source can also belong to a particular custom skill: a rule you have added for a specific situation. If that skill is off, its linked source is unavailable even when documentation live search is on. The source editor may offer Move to general knowledge to remove that association. This keeps the source and its trigger text; it does not turn live search off or convert it to a document. Move linked knowledge before deleting its custom rule if you want to keep it; deleting the rule also removes its attached sources. See Handbook rules.

Synced pages: descriptions and reading options

omotto attempts to draft a description for a newly added page; check it rather than relying only on the page name. Under Synced pages, click a page’s description to edit What’s in this document?. Describe its subject and useful details, for example: “Returns and exchanges: deadlines, item condition and how refunds are paid.” This description saves as you type. Descriptions you write are not overwritten by automatic description updates.

The page’s name and body come from the website and are read-only here. To change the body, change the original website page, then refresh the synced copy.

Choose More on the page row to see How the assistant reaches this document. Selecting a reading option saves it immediately.

Option	What it does	Default or availability
Auto (recommended)	Chooses between reading the saved document when needed and searching its indexed text, according to its size.	Default for a new synced page. Auto does not choose Inline.
Inline	Keeps the text available directly to the bot, rather than opening the document on demand. Intended for a short, always-relevant page.	A manual choice. Unavailable if the document is too large.
Readable	Makes the saved document available to open and read when relevant.	A manual choice, or a result of Auto.
Searchable	Makes the saved text available through knowledge search. This searches the saved copy, not the website live.	A manual choice, or a result of Auto.

Currently served as shows the actual reading method. It is an indicator, not another setting. See knowledge for the wider document options, and sending files if your goal is to send a file rather than use its contents in answers.

What happens when…

A synced page is checked or you choose Sync now

Active synced pages are checked periodically. The default interval is about 24 hours; the note in Synced pages shows the interval currently in effect. This is not a promise of an exact update time.

To request an earlier check:

Find the page under Synced pages.
Open its … menu.
Choose Sync now.
Wait for processing and check the row again.

Sync now requests a check; it does not make new content available instantly. Last read tells you when the source was last checked, not necessarily when its content changed. Live-search sources do not have a synced copy to refresh with this action. Do not run a new reviewed website import just to update an existing synced page.

You change a synced page to live search

Open the synced page’s … menu.
Choose Search this page and its subpages instead.
Read the page address in the confirmation.
Check that live search in its parent section, described below, is what you want.
Choose Change.

This replaces the saved document with live search. The confirmation shows the old page address, but the conversion uses the page’s parent section. For example, example.com/help/returns becomes a live-search source for example.com/help. A page directly under the domain can become a whole-site source. It is not necessarily limited to pages beneath the exact old address. The description becomes the source trigger text; shorten it to 300 characters if asked. Any custom-skill association is retained.

You change live search to one synced page

Open the live source through When to search it.
Choose Mirror just this page instead.
Read the page address in the confirmation.
Choose Change.

This removes that live-search source and creates a synced copy of its original page, not every page in the section. Its text must finish processing before it is ready. The trigger description and custom-skill association are carried over; the new page starts in Auto (recommended) mode.

If a conversion is refused, read the error. For example, a source with the same scope may already exist, or a page used in a File rule may need to be removed from that rule first. A refused conversion leaves the existing source in place.

You move or remove a source

Move to general knowledge removes a custom-skill association where one exists. For a synced page, it does not unlink the website or stop automatic checks. It is not a “keep an editable, disconnected copy” action.
Remove this site in a live source’s editor removes that source after confirmation. Other configured sources remain; an overlapping source may still cover the same pages.
Delete document in a synced page’s … menu removes the saved document and its website link after confirmation. If a File rule also uses it, remove that use first. Deleting from omotto does not delete the original website.

Troubleshooting

Health, the detected Search language, page counts and check times are information supplied by omotto. They are not editable limits or language settings. The search-language hint helps form searches in the source’s language, which may differ from the customer’s language. A displayed page count reflects links seen when classifying the source; it is not a count of all pages successfully read or a promise of complete coverage.

Live-search health

Health	Meaning and next step
No known problem	No tracked warning currently applies. It does not guarantee an answer to every question.
Search is off	Documentation live search is disabled. Open the source and choose Turn live search back on if offered. This turns the workspace’s live-search rule back on, not only this source.
Not set up	The search service is not configured. Contact support; editing the source description will not fix it.
Skill is off	Its linked custom skill is disabled. Turn that rule on or use Move to general knowledge, as appropriate.
Daily limit reached	The workspace’s daily live-search allowance is exhausted. Searches and page reads share it. It resets at the next daily boundary. There is no numeric limit control in this table; contact support if it keeps interrupting work.
No results lately	Recent searches in this source returned no results. Check the source scope and description. Try a rehearsal with a specific question; for one important page, consider a synced copy instead. This warning does not prove that the website has no relevant information.

A synced page is not updating

Source page is no longer reachable: check the original address with Open the page. Once the source problem is fixed, try Sync now. A page marked unreachable is not used for answers until access is restored.
Temporary sync error: a temporary reading problem does not by itself remove the last good saved version. Try again later.
Sync paused: manual syncing is unavailable while the page is paused. Contact support rather than repeatedly clicking it.
Security scan blocked this page snapshot: the rejected update is not used; the last safe version remains available. Check the source and contact support if the block persists.
Sync waiting for storage or Sync waiting for processing capacity: the new copy is waiting, rather than replacing the last good copy. Check storage and usage or contact support. Waiting for processing capacity is separate from the live-search daily limit.

If a first copy is blocked or still waiting for capacity, there may be no previous version to use; the page is not ready until a usable copy finishes processing.

The address cannot be added

Check the spelling and make sure you supplied a page, not a downloadable image or other non-page file. If the page needs sign-in or the website blocks automated reading, use another accessible source or add the knowledge another way. An address or live scope already in your sources cannot be added twice. If a page-title or source-capacity error appears, resolve the named conflict or ask support before retrying.

When contacting support, include the source address, the visible error and whether it appears under Synced pages or Live search. Do not send passwords or private access links.