Ensure Configuring Vault AI in CRM is complete.

To view database refresh history:

1. Navigate to Admin > Configuration > CRM AI Management > AI Configurations.
2. View the Vector Database Sync table. The table displays records for all refresh jobs from the last ten days. At least one recent refresh record for every document type displays, regardless of the refresh date.
3. Review the following columns:

• Start Timestamp — The start date and time of the refresh job
• User — The user who initiated the job
• Document Type — The category of content processed
• Status — The current operational state of the job
• Refresh Type — The method used for the refresh (Full Refresh, Incremental Refresh, or Retry Failed). This field is blank for historical records.
• Failed — The number of documents or record IDs that failed to process, displayed as a hyperlink
• Successful — The number of documents or record IDs that completed successfully, displayed as a hyperlink
• Pending Retry — The total number of failed documents currently awaiting a retry for that document type, displayed as a hyperlink
• Message — Log messages, status updates, or error reasons

From the Vector Database Sync table, select the hyperlinked number in the Successful, Failed, or Pending Retry column for a specific job to download a CSV file with more information:

• Successful — Downloads a file with all successfully logged document IDs
• Failed — Downloads a file with all failed document IDs and their internal error reasons
• Pending Retry — Downloads a file with all currently failed document IDs for that document type, up to the last Full Refresh

CSV files are retained for ten days beyond the job date. Pending Retry counts and retry capabilities remain active even after the corresponding CSV file is no longer available.

Retry Failed reprocesses failed records (Pending Retry state) without running a complete refresh. This button is selectable only when documents are in a Pending Retry state after failure to update.

1. Navigate to the Vector Database Sync table.
2. Select Retry Failed.
3. Select the checkboxes for the appropriate content to retry. Checkboxes are selectable only for content or document types with records in a Pending Retry state.
4. Select Continue.

The refresh is added to the Vector Database Sync table as a new row with the type set to Retry Failed. Successfully processed records are automatically removed from future Pending Retry history files.

Automatic Database Updates for CLM Presentations in Pending Retry

As CLM Presentations are approved, expired, or their metadata is updated, the Vector Database updates automatically after the CLM job completes. The following behaviors apply to CLM content in a Pending Retry state:

• If an automatic database update expires a document in the Pending Retry status, the document is removed from the retry list.
• If an automatic database update changes the metadata of a document in the Pending Retry status, the document is captured in the Failed CSV log and remains eligible for retry.

Because automatic database updates are not supported for compliance or PI documents, the Vector Database must be manually refreshed whenever these documents are added or updated.

If CLM Vector Scope is set to Product in AI Settings, also run a full refresh after updating scoped products or changing the CLM Vector Scope to All.

1. Navigate to Admin > Configuration > CRM AI Management > AI Configurations.
2. Select Full Refresh.
3. Select Compliance Documents, PI Documents, or both.

After updating scoped products or changing the CLM Vector scope, select the checkbox for CLM content.

4. Select Continue.
5. Select Continue in the confirmation pop-up to start the refresh process.

Before refreshing the Vector Database, ensure end users are not actively using AI features in Vault CRM, as they may receive inaccurate responses during a refresh. Perform the database refresh prior to enabling AI for end users or during a designated maintenance window.