Sync & scheduling
Requires the Grow plan or higher.
Syncing imports products from your API into Promptly and embeds them for search. You can sync on demand or on a schedule. Manage both from the catalog detail page (Dashboard → Product Catalogs → Manage).
Sync Now
Open the Sync tab and click Sync Now. A sync runs through these phases, shown live in the progress panel:
- Fetch — pull products from your API (following pagination).
- Delta — figure out what changed since the last sync.
- Apply — upsert changed products and deactivate ones no longer returned.
- Knowledge — build searchable text and auto-detect enum labels.
- Embed — generate vector embeddings for hybrid search.
You can also trigger a quick sync with the Sync Now button directly on a catalog card in the list. A catalog must be fully configured (schema confirmed) before it can sync.
🖼️ [Image] — The Sync tab with the live phase progress panel
Full vs delta sync
By default, Promptly syncs incrementally — it only fetches and re-embeds what changed, using your API's ETag,
modified_sinceTo re-import everything, turn on Force full re-sync in the Sync tab before clicking Sync Now. A full sync re-fetches all products and deactivates any not in the response — slower, but useful after large catalog changes or mapping edits.
Incremental syncs that change fewer than ~100 items skip the AI re-analysis step, so enum labels and data observations from the last full sync are reused.
Sync history
Below the trigger, the Sync History table lists past runs with their status, item counts, and duration. Expand a row for per-phase details, useful when diagnosing a failed or partial sync.
Schedule (auto-sync)
The Schedule tab keeps the catalog fresh automatically. Use the visual builder to pick a frequency — off, hourly, every 6 hours, daily, or weekly — and a time, or supply a custom CRON expression. Click Save Schedule.
The Schedule Status card shows the next run, last run, last status, duration, and failure count.
If auto-sync fails several times in a row, Promptly suspends the schedule and shows a banner. Fix the underlying API issue, then click Resume.
🎬 [Video] — Setting a daily auto-sync and reviewing sync history
After a successful sync, the AI can use refreshed enrichment — see AI context & examples.