Knowledge files

In simple words

Knowledge files is part of AI Assistants. Ground a bot in your own documents. This guide takes you through it in 6 short steps.

Where it fits in your work — Create. Name the bot, write its instructions and upload its knowledge.

Before you start

• You need to be signed in to your company's workspace. AI Assistants appears in the Workspace dashboard and in the left menu when your role includes it.
• What you can see and change depends on your role. If a menu item or button is missing, ask your workspace owner to give your role access in Workspace → Users.
• Knowledge files belongs to Create & chat in AI Assistants. Ground a bot in your own documents.

Step by step

1. 1

   Step 1

   Open AI Assistants

   Sign in and open the AI Assistants panel from your Workspace dashboard (or sign in to it directly). You see only what your role allows.

2. 2

   Step 2

   Open “Create Bot”

   In the left menu, click “Create Bot”. The “Create Bot” screen opens.

3. 3

   Step 3

   Fill in the details

   Complete the fields on the form:

   • Bot name
   • Category
   • Description
   • Icon
   • Colour
   • OpenAI model
   • Temperature
   • Status
   • System instructions
   • Starter prompts
4. 4

   Step 4

   Save it

   When the details are right, click “Create bot” to save.

5. 5

   Step 5

   Other actions on this screen

   You will also see these buttons:

   • Everyone with AI Assistants access
   • Only selected roles and people
6. 6

   Step 6

   Done

   Ground a bot in your own documents.

Tips

• You can use more than one filter together (Bot name, Category, Description) to see exactly the records you want.
• The search box accepts: e.g. ProposalGPT. Start typing and the list narrows down.
• If you make a mistake, open the record again and correct it. Changes are recorded against your name so your team can see who did what.

Quick recap

Open AI Assistants → Open “Create Bot” → Fill in the details → Save it → Other actions on this screen → Done

What it connects to

• Website

  The website chatbot answers visitors from your knowledge base.

• AI Intelligence

  Ask questions of your business data.

• Help & Support

  Hand over to a person when the bot is unsure.

What you will see on this screen

These are the parts of the Create Bot screen, exactly as they appear in the product.

Why use AI Assistants

AI Assistants replaces ai chatbot builders, on the same login and the same data.

• Instant, consistent answers grounded in your own material
• Bots for staff, for customers, or both
• Every conversation logged; usage and cost tracked per bot
• Hand over to a person when the bot is unsure

Who uses AI Assistants

• Bot builders

  Write instructions and add knowledge files.

• Managers

  Review chats and control who can use which bot.

• Staff

  Chat with the assistants they have access to.

• Customers

  Get answers from bots set to open access.

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