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Claude Project Maintenance

This page is for the Project Admin and Doc Syncer. It covers the initial setup of the Claude Project, how to sync the knowledge base after wiki updates, and when to do a full re-upload.
Project Admin Joshua Curci
Doc Syncer Joshua Curci
Claude Project name Elliephant AI Wiki

Roles

Project Admin — Sets up the Claude Project, manages team access, and handles bulk re-uploads when needed. This is a one-time setup role with occasional maintenance responsibilities.

Doc Syncer — Re-uploads changed files to the Claude Project after every merge to main. This is an ongoing responsibility that happens whenever a PR containing wiki changes is merged.

Currently both roles are held by Joshua Curci.

Part 1: Initial Setup (Project Admin — one time only)

Step 1 - Clone the wiki repo locally

git clone git@github.com:Elliephant-Gifting/wiki-and-docs.git
cd wiki-and-docs

Make sure you are on main and fully up to date:

git checkout main
git pull origin main

Step 2 - Create the Claude Project

  1. Go to claude.ai and sign in with your Elliephant team account
  2. In the left sidebar, click Projects
  3. Click + New Project in the top right
  4. Name it Elliephant AI Wiki
  5. Click Create Project

Step 3 - Upload the wiki docs

  1. Inside the project, click Add content (or the knowledge base area)
  2. Click Upload files
  3. Navigate to your local clone of the wiki repo
  4. Select all .md files from the /docs folder
  5. Upload them — Claude accepts .md, .txt, .pdf, and .docx files up to 30MB each

Upload folder by folder if needed to stay organised. You can upload multiple files at once.

Step 4 - Write the Project Instructions

In the Project Instructions field (in project settings), paste the following:

You are an AI assistant for the Trove team at Elliephant Gifts Group Pty Ltd. You have access to our internal wiki and documentation.

When answering questions:
- Reference the uploaded documentation where relevant
- Be specific — cite which doc or section your answer comes from if applicable
- If you are unsure, say so rather than guessing

When a user asks you to update, change, or add something to the wiki:
- Do NOT make the change directly
- Refer to the "How to Update This Wiki" guide in the knowledge base
- Describe exactly what file needs to change, what the proposed change is, and confirm the user wants to follow the request process before proceeding
- Remind the user that all changes go through a ClickUp task and pull request — not direct commits to main

Limitations to remind users of when relevant:
- You are only as accurate as the wiki content you have been loaded with
- If docs may be outdated, say so and encourage the user to verify
- Do not provide legal, financial, or compliance advice — direct those questions to Joshua Curci

Step 5 - Share with the team

  1. Click Share project (top right of the project view)
  2. Add team members by email address
  3. Set permissions:
  4. Most team members: Can use (can chat, cannot edit the knowledge base)
  5. Doc Syncers / trusted editors: Can edit (can modify instructions and re-upload files)
  6. Click Share

Team members will receive an invite and can access the project from their own Claude account under Projects in the sidebar.

Part 2: Syncing After a Merge (Doc Syncer — after every merge to main)

Do this whenever a PR is merged that changes any .md file in the wiki.

Step 1 - Pull the latest changes

cd wiki-and-docs
git checkout main
git pull origin main

Step 2 - Identify which files changed

git diff --name-only HEAD~1 HEAD

This lists every file changed in the last commit. Note the .md files — those are the ones to re-upload.

If multiple PRs were merged since the last sync:

git diff --name-only <last-sync-commit-hash> HEAD

Step 3 - Re-upload the changed files

  1. Open the Elliephant AI Wiki Claude Project
  2. Go to the Knowledge section
  3. Find each file that changed — search by filename
  4. Click ... next to each file → Delete
  5. Click Upload files and re-upload the updated version from your local clone

Always delete before re-uploading

Claude does not auto-update files. Uploading a file with the same name creates a duplicate. Always delete the old version first.

Step 4 - Verify

Start a new chat inside the project and ask a question related to something in the updated doc. Confirm Claude references the new content correctly.

Step 5 - Log the sync

Leave a note in the #wiki-updates Slack channel:

Wiki synced - updated [file names] following merge of [PR name/number]

This gives the team confidence the knowledge base is current.

Full Re-Upload

Do a full re-upload (delete all files, re-upload everything) when:

  • More than 10 files have changed at once
  • Folders or files have been renamed or restructured
  • The project feels out of date and you are unsure what was last synced
  • After a major wiki overhaul

For a full re-upload, follow Part 1 Step 3 again — delete all existing files in the knowledge base first, then re-upload the full /docs folder.

Quarterly Accuracy Review

Once per quarter, do a brief check to confirm the Claude Project is giving accurate answers. This does not need to be exhaustive — a spot check across a few key areas is enough.

Suggested checks:

  • Ask Claude about a recently updated policy and verify the answer matches the current wiki page
  • Ask Claude about a recently shipped product feature and check it reflects the latest state
  • Ask Claude who the current contacts are for key roles and verify against the team page

If answers are consistently outdated, do a full re-upload.

Log the review outcome in the #wiki-updates Slack channel with a brief note:

Quarterly Claude Project review done — knowledge base is current / [note any issues found]

Managing Team Access

Adding a new team member

  1. Open the project → Share project
  2. Add their Elliephant email address
  3. Set to Can use unless they need to edit the knowledge base
  4. Click Share

Removing access when someone leaves

When a team member leaves:

  1. Open the project → Share project
  2. Find their name and remove their access
  3. This should be done on the same day as their offboarding

Troubleshooting

Claude is giving outdated answers The knowledge base may not have been synced after a recent merge. Check the last sync note in #wiki-updates and re-upload any changed files.

Duplicate file names in the knowledge base Happens when files were uploaded without deleting the old version first. Delete all duplicates and keep only the most recently uploaded version.

A team member cannot see the project They need to be added via the Share menu. Only members of the same Claude team/organisation plan can be invited.

The project instructions are not being followed Check the instructions in Project Settings. Rephrase as direct, specific rules. Avoid vague language — prefer specific directives.