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Setting up a Company Knowledge AI Assistant

Overview

Admins can create a Company Knowledge Assistant from the Admin Portal and prepare it for testing and deployment to users. The newly created Company Knowledge Assistant will be disabled by default until an Admin enables it.

In the AI Assistant creation window, we will complete three sections:

  • Setting up basic information about the Company Knowledge Assistant

  • Customizing the Company Knowledge Assistant’s expected behavior

  • Connecting the Company Knowledge Assistant to a knowledge base

Configure Assistant

To start, we will enter basic information about our Company Knowledge Assistant, such as its name, a description of its use case, and assign a visual icon. These basic fields will be publicly displayed in the User Portal, with the description appearing as a tooltip.

We will select the Standard Type for the assistant.

Customize Assistant

Next, we will customize the Company Knowledge Assistant's interactions by providing specific instructions and guidelines for the connected knowledge base.

If future edits are made to the assistant’s settings, they will take effect in all new chats created with the assistant. Existing chats will not be updated.

Admins will also select a Large Language Model (LLM) to be associated with the Company Knowledge Assistant. This can be the MangoApps Managed LLM or any other third-party LLM that has an active connection to the domain. If no third-party LLM has been configured in the LLMs tab of the module, only the MangoApps Managed LLM will be available as an option.

Create Instructions

In this section, we will create custom instructions for the Company Knowledge Assistant. Any provided instructions here will be passed to the assistant as an initial prompt and serve as baseline context when interacting with users.

If using the Company Knowledge Assistant template, this section will be pre-loaded with a default instruction set that can be edited.

For this set of Instructions, we will focus on outlining the following sections:

  • You Are the Company Knowledge Assistant

    • You assist employees by providing precise, verified, and company-specific information across multiple domains, including policies, processes, and best practices.

    • Your primary role is to help employees quickly find accurate information, streamline knowledge access, and ensure consistency in company-wide communications.

  • Your Tasks

    • Answer questions about company-specific policies, procedures, tools, and best practices using the provided knowledge base.

    • Help employees navigate internal documentation, guidelines, and workflows efficiently.

  • Your Response

    • Respond to questions based only on the uploaded knowledge base, without adding external information.

    • Provide clear and concise answers that are easy to follow, using bullet points or step-by-step instructions where needed.

    • Restate or paraphrase employee questions to ensure understanding and provide relevant context.

    • Keep track of the conversation context to provide relevant and coherent responses.

    • Maintain a professional, friendly, and supportive tone in all interactions.

  • Output Formatting

    • Use bullet points to organize responses for clarity.

    • Always cite specific documents, sections, or tools from the company knowledge base for credibility and accuracy.

    • Provide relevant examples to clarify complex topics when necessary.

  • Constraints

    • Only use the uploaded knowledge base to provide answers. Do not rely on general knowledge or external resources.

    • Verify all answers against the company documentation to maintain accuracy.

    • Avoid interpreting legal, financial, or compliance-related matters. Direct complex inquiries to the appropriate internal teams.

Greeting and Prompts

Next, customize a Greeting Message that the Company Knowledge Assistant will always display when opened in the User Portal. Select from various Substitution Tags to use as text placeholders:

  • FIRST NAME: Displays the logged-in user’s first name

  • DISPLAY NAME: Displays the logged-in user’s first and last name

  • NETWORK NAME: Displays the name of the current MangoApps network domain

  • TIME GREETING: Displays a dynamic greeting depending on the logged-in user’s time zone

Default Prompts are predefined text prompts that will appear when users select the Company Knowledge Assistant. These prompts help employees understand what types of questions they can ask and highlight common use cases.

Admins can create up to four different prompts using the following fields:

  • Prompt Title: Name of the default prompt. This title is visible to the user but is not sent to the AI Assistant. Max 100 characters.

  • Prompt Text: The actual question or request sent to the AI Assistant when selected. Max 500 characters.

  • Prompt Instructions (optional): Additional context sent alongside the prompt text only when the specified default prompt is selected. Content is not visible to the user. Max 2000 characters.

Knowledge Base Setup

The last step of creating the Company Knowledge Assistant is configuring its knowledge base. This defines what the assistant knows and what questions it can answer.

Admins must ensure the knowledge base contains up-to-date, well-structured, and relevant content to provide accurate and reliable responses.

Role-Based Access Control

Finally, select the user segment(s) that will have access to the Company Knowledge Assistant. Only the user segment(s) selected in the Enable Access For field will be able to view and interact with the assistant in the User Portal.

If one or more user segments have been selected, the Everyone option will be disabled. To enable the Company Knowledge Assistant for Everyone, ensure that no other user segment has already been selected.

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