Follow ingestion
See what Brain is learning from your sources, where each update is, what every status means, and what to do when something waits, fails or is held back.
Ingest lists everything that has come into GuruSup Brain recently and shows where each item is. Use it to check that new content arrived, or to find out why it did not. It also lists the questions Brain has asked your colleagues.
Only admins can open Ingest. Members who try are sent back to Home. Members follow their own requests in My requests.
Open Ingest in the sidebar, under Knowledge.
Before you build your memory
Until an admin builds the memory for the first time, Ingest shows a preview and the line Available once your memory is built, with the title "Everything your sources send, as the Brain learns it". Admins get a Get started button that goes to the first-run screen. Until then Brain only collects what you add, so there is nothing to follow yet. Once the build starts, Ingest opens. See the Quickstart.
Read the page
| Part | What it does |
|---|---|
| Usage bar | Shows what you have used this period out of what your plan includes, in euros, with a percentage, for example "€1.2 of €5 used (30%)". The bar turns red when you have used all of it. See Plan and usage. |
| 7d, 30d, 90d | How far back the list goes. The default is 30 days. |
| Source filter | Starts on All sources with a total. Open it, search by name and pick one source. Each source shows how many updates it has in the range. |
| Refresh | Reloads the list and the usage bar. The page does not refresh by itself. |
| Tiles | Total, Learning, Learned and Failed. |
| Tabs | All, Live, Waiting, Learning, Learned and Failed, each with a count. |
| Rows | The list. It loads 50 rows at a time. Click Load more for the next ones. |
The address of the page keeps your view. The time range, the tab, the source and the open item are stored in the URL, so you can reload or share the link and land on the same view. The defaults (30 days, All, All sources) are left out of the address.
What the source filter lists
The filter lists the sources that have updates in the time range you picked. Files you uploaded appear as Local Upload (singular). A source with no activity in the range is not in the list, and if you picked a source that has none in a new range, the filter goes back to All sources.
What the counts count
The tiles and the tab counts both count updates from your sources: messages, pages, deals and files that came in. They do not count follow-ups to people. A follow-up still appears as a row in the list, so the list can have more rows than the tiles suggest. A batch row stands for several updates, so a row that says "12 updates" adds 12 to the counts.
Choosing a source changes the counts to that source. The counts follow the time range, but not the tab you are on.
Under the tiles, the tabs group what is in the list.
| Tab | What is in it |
|---|---|
| All | Everything in the range. |
| Live | Items and follow-ups that are just starting or still going out. |
| Waiting | Items that are queued, paused or waiting to be withdrawn, and follow-ups that were answered, declined, expired or are being submitted. |
| Learning | Items Brain is reading right now. |
| Learned | Items Brain has finished. |
| Failed | Items that did not make it, and follow-ups that could not be delivered. |
If nothing matches, the list says No ingestion here. That means nothing matches the time range, source and tab you picked. It does not mean something is wrong. Widen the range or switch to All. If loading fails, a message says "Could not load ingestion activity." followed by the reason, and the list also looks empty. Click Refresh to try again.
The three kinds of row
| Row | How it reads | What it shows |
|---|---|---|
| Batch of updates | "12 updates" and the source logos | Updates that arrived together. A badge says "12 ingests" and, if any failed, a red "2 failed". A short summary follows. Click to open Details and also to open the list of updates under the row. |
| Single update | "Ingesting" the title "from" the source | One message, page, deal or file. The badge shows its status. A pulsing dot on the badge means Brain is working on it. |
| Follow-up to people | "Asking" a person "about" a question, with a channel icon | A question Brain sent to a colleague. The channel is Call, Email, Slack or WhatsApp. When one question goes to several people, the row reads Asking and the question, lists the people with their channels and, once there are answers, "N conclusions". |
Every row also shows how long ago it last changed (for example "14m ago"), a short summary or "No summary yet", and a status badge.
Statuses
The badge always shows a label. The tab it falls in is decided by Brain, not by the label, so two rows with the same label can sit in different tabs.
Content from your sources
| Label | Tab | What it means | What to do |
|---|---|---|---|
| Pending, Queued | Live | Brain has the item and has not started on it. | Nothing. |
| Queued | Waiting | Brain has the item and it is in line to be learned. | Nothing. |
| Paused | Waiting | The item is saved, but your usage is used up. | Nothing, or raise your usage. See Paused. |
| Waiting to withdraw | Waiting | An item was removed or unshared at its source, and Brain is about to take back what it learned from it. | Nothing. |
| Learning | Learning | Brain is reading the item and adding it to your memory. | Nothing. |
| Learned | Learned | Done. The item is in your memory. | Nothing. |
| Revision accepted | Learned | An edit to a page was accepted. | Nothing. |
| Withdrawn | Learned | Brain took back what it had learned from an item removed at its source. | Nothing. |
| Failed | Failed | Something went wrong while Brain worked on the item. | See Failed. |
| Held back | Failed | Brain kept the update out of memory because it did not pass its quality checks. The original is saved. | See Held back. |
| Not searchable yet | Failed | The item is saved but cannot be found by search yet. | See below. |
| Not ready to answer | Failed | The item is saved and searchable, but linking it to related pages failed. | See below. |
| No access | Failed | Brain could not read the item in the source. | See No access. |
| Not supported | Failed | Brain does not handle this kind of item yet. | Nothing. |
Not searchable yet and Not ready to answer are our side of the fix. Brain retries automatically and has been alerted, so there is nothing to do on your side.
Follow-ups to one person
| Label | Tab | What it means |
|---|---|---|
| Pending, Queued, Delivering | Live | Brain is preparing to send the question, or sending it. |
| Delivered, Sent | Live | The question reached the person's channel. |
| Reminder sent | Live | Brain nudged the person. |
| Retry scheduled | Live | Brain will try again on its own. The activity shows when. |
| Delivery uncertain | Live | Brain cannot confirm delivery and will retry on its own. No need to switch contact methods. |
| Response received, Waiting | Waiting | The person answered. |
| Submitting | Waiting | The answer is being added to your memory. |
| Declined | Waiting | The person declined. |
| Expired | Waiting | The person did not answer in time. |
| Retired | Waiting | Brain closed the request. The Closed: line in Details says why. |
| Delivery failed | Failed | Brain could not reach the person with that contact method. |
| Failed | Failed | The follow-up or adding the answer to your memory failed. |
| Not supported | Failed | Brain cannot use that contact method. |
A follow-up to several people uses Pending, Retry scheduled, Submitting, Waiting, Retired and Held back.
After an answer is added to your memory, the row shows the content statuses above.
Open an item
Click a row to open Details on the right. The page stays usable behind it. Use the up and down arrows (Previous row and Next row) to move through the list, and Close to leave. If the panel cannot load, it says Could not load details with a reason and Retry.
A batch or a single update
- The header names the update or, for a batch, "N updates from" the sources, with the date and the count by status, for example "3 learned, 1 failed".
- The progress bar comes next. See The progress bar.
- For a batch, What came in groups the updates by source. A group opens by itself when it is the only one or has failures. Each update shows a mark (done, failed, in progress or waiting) and its status when it is not learned. Load more updates brings the rest.
- Below a failed group, one line explains each kind of failure.
- What changed in your memory says what Brain did with the update: a headline and highlights, then the pages that changed, each marked Created, Updated or Deleted with a short summary. It shows the first five pages, then +N more, then Show less. An update learned with others says "Learned together with N other updates."
A follow-up
- The header shows who was asked, the channel, and who asked: "Requested by" a name, marked Human Member or Agent Account, and "automated" for an agent. If the request was closed, a Closed: line gives the reason.
- Question shows what was asked. It reads "No question recorded." if nothing was stored.
- Response shows a summary of the answer, the date, and for calls the length and format. It reads "No response summary yet." until there is one.
- Request activity lists the steps: each contact attempt (for example "Call attempt 1"), the reminder, each response version and the expiry, each with a status and a time. A retry shows "Retry scheduled" with the time. Steps that failed add a line that says what to do.
- If the answer became knowledge, the progress bar and What changed in your memory follow.
Reasons you may read after Closed: are Accepted, Cancelled, Completed, Declined by contact, Expired unanswered, Knowledge withdrawn, Slack contact link removed, Slack contact link replaced and Slack workspace disconnected.
A question to several people
- Knowledge accumulated lists what Brain has concluded so far, numbered. It reads "No knowledge conclusions have been accumulated yet." until then.
- Contact journey lists each person with their channel, status and reason if closed. Under each person are the attempts, for example "Call 1" or "Slack 2", with a time and a summary, or "No response summary for this attempt."
- The progress bar and What changed in your memory follow when the conclusions became knowledge.
The progress bar
For content, Details shows three steps: Received, Learned and Ready to answer. A line above the bar says where the item is.
| The line reads | What it means |
|---|---|
| "Step 2 of 3 · Queued" | Brain has it and is waiting to start. |
| "Step 2 of 3 · Learning from it" | Brain is reading it. The second step is called Learning while it works. |
| "Step 3 of 3 · Getting ready to answer" | What Brain learned is being made searchable. |
| "Paused" | Your usage ran out. The second bar is half filled. |
| No line, all bars full | Finished. |
A failed item shows the step that failed in red. The first step fails for No access, Not supported and other failures to store the item. The second step fails for Failed and Held back. The third step fails for Not searchable yet and Not ready to answer.
For a batch, each step is judged across every update. A few failures do not fail a step, because the rest still moved on and each failure is shown on its own update. While it works the line says "Step N of 3" with Receiving, Learning or Getting ready to answer. When everything finished, the line is hidden.
What to do about each problem
Details explains each problem in plain words. There is no retry button for content: Brain retries what it can on its own. What is left is either waiting for you or for us.
Paused
Details says your content is saved and that learning resumes on its own once your usage renews or is raised enough for the document. Do not upload it again. Admins also see a banner with View plans when usage is fully used. See Plan and usage.
Held back
"We held this update back because it didn't pass our quality checks. The original is saved." Then: "We've been alerted, so there's nothing to do on yours." If the panel shows Contact support, use it to have someone look.
Failed
Details says one of these, and the same closing line that we have been alerted and there is nothing to do on your side:
- "This failed on our side. Your content is safe."
- That Brain could not turn an update into pages of memory, and that the original is saved.
- "We saved the answer, but adding it to your memory failed on our side." for a follow-up.
Contact support is there when support is available, and it opens the chat.
No access
Details names the source and shows one of two messages.
- Every item from that source is blocked: "We couldn't read this page in" the source, "the connection no longer has access." Click Reconnect and the source name (for example Reconnect Notion), which takes you to Sources. Then edit the page again to send it.
- Only some items are blocked: "We don't have access to this in" the source. Give GuruSup access to that item in the app, then send it again.
Not supported
"This isn't supported yet." Nothing is wrong with your content and there is nothing to do.
Not searchable yet and Not ready to answer
"Saved, but not searchable yet: this failed on our side." or "Saved and searchable, but linking it to related pages failed on our side." Then: "We retry automatically and we've been alerted, so there's nothing to do on yours."
Try the next contact method
A follow-up to one person shows Try next method when its status is Delivered, Sent, Failed, Not supported, Delivery failed, Declined or Expired. Click it and Brain asks the same person through their next contact method. The button reads Retrying while it works. Brain confirms with "Trying the next Contact Method for" and the person's name, and the list reloads.
The button is not shown for:
- Questions that go to several people. Brain follows those up on its own and the answers show up in the row.
- Content from your sources.
- Follow-ups in any other status, for example Pending, Retry scheduled or Delivery uncertain. Brain retries those on its own.
If it fails, a message says "Could not try the next contact method." and a reason such as "This failed on our side. Try again in a moment, and contact support if it keeps happening."
Delivery failed means Brain could not reach the person with that contact method. Click Try next method. Brain can only use the contact methods set up for the person. See Contacts.
If something looks wrong
| You see | It means | Do this |
|---|---|---|
| Error toast "Could not load ingestion activity." | The list did not load. The list may look empty. | Click Refresh. |
| Error toast "Could not load usage." | The usage bar did not load. | Click Refresh. |
| Error toast "Could not load ingestion detail." | Details did not load. | Click Retry in the panel. |
| The row you expected is missing | It may be outside the time range or filtered out. | Try 90d, All and All sources. |
| The counts do not match the rows | The counts leave out follow-ups and count a batch as its updates. | Read the rows. |
| Nothing has changed for a while | The page does not refresh by itself. | Click Refresh. |