**Source:** https://heykiku.com/help/edit-approved-document

# Edit an Approved Document

Sometimes you need to fix a typo or update content in a document that's already live. Here's how to edit an approved document.

## Requirements

- The document must be **approved** (status: Complete)
- You need the **Approve** permission

## How It Works

Approved documents are indexed in the AI's knowledge base, so editing requires a two-step process:

1. **Unindex** — Temporarily remove the document from search
2. **Edit and re-approve** — Make your changes, then approve again

## Steps

1. Go to **Knowledge** and click the document to open it
2. On the **Extraction** tab, click **Edit extraction**
3. A confirmation dialog warns: "This document will be temporarily unavailable in chat while you edit. You'll need to approve it again before it's re-indexed."
4. Click **Edit extraction** to confirm
5. The document is unindexed and its status changes to **Pending Review**
6. The editor becomes active — make your changes
7. Click **Approve & index** when done

## What "Unindex" Means

While you're editing, the document is removed from the AI's searchable knowledge base. Your team won't get answers from this document until you re-approve it. Keep edits quick to minimize the gap.

## Editing vs. Replacing

| Action | When to Use |
|--------|-------------|
| **Edit extraction** | Fix text, update wording, remove sections |
| **[Replace the document](https://heykiku.com/help/replace-file)** | Swap in a newer version of the original file |

Editing changes the text content directly. Replacing re-processes the file from scratch.