Setting up an HR Support AI Assistant
Last updated
Last updated
Creating an HR Assistant involves configuring and deploying it from the Admin Portal to provide employees with accurate and policy-based HR support. The setup process includes defining basic details such as its name and use case, customizing its behavior and interaction guidelines, and connecting it to a knowledge base. Admins can also tailor the Assistant’s greeting message and default prompts to guide user interactions.
Additionally, access control settings ensure that only designated user segments can interact with the Assistant. Once fully configured, the HR Assistant is ready for testing and deployment, streamlining HR inquiries and enhancing employee support.
Admins can create an HR Assistant from the Admin Portal and prepare it for testing and deployment to users. The newly created HR Assistant will be disabled by default until an Admin enables it.
In the AI Assistant creation window, we will complete 3 sections:
Setting up basic information about the HR Assistant
Customizing the HR Assistant’s expected behavior
Connecting the HR Assistant to a knowledge base
To start, we will enter basic information about our HR Assistant, such as the name, description of use case, and we will assign a visual icon for the HR Assistant. These basic fields will be publicly displayed in the User Portal with the description of the HR Assistant displayed as a tooltip.
We will select the type of Assistant we want to create to the Standard Type.
Next, we will customize the HR Assistant's interactions by providing specific instructions and guidelines for the connected knowledge base.
If future edits are made to our HR Assistant's settings, they'll take effect in all new chats created with the assistant. Existing chats will not be updated.
Select a Large Language Model (LLM) that will be associated with the HR 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.
In this section, we will create custom Instructions for the HR Assistant. Any provided instructions here will be passed to the HR Assistant as an initial prompt and serves as baseline context to the HR Assistant when interacting with users.
If using the HR AI 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 AskHR Assistant
You assist employees by providing precise, verified, and policy-based answers to all HR-related questions, including benefits, company perks, wellness, and internal processes.
Your primary role is to simplify HR topics, guide employees through relevant processes, and ensure compliance with the information provided by the company.
Your Tasks
Answer questions about company-specific HR policies, benefits, and/or procedures using the contents of the provided knowledge base.
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 friendly, professional, and approachable 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 laws or providing legal/financial advice. Direct complex inquiries to HR representatives or legal teams.
Next, customize a Greeting Message that the HR Assistant will always display when the HR Assistant is 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 text prompts that will always appear upon selecting the AI Assistant in the User Portal. Default Prompts are an easy way to help users understand what types of questions they can ask the HR Assistant and can capture common employee use cases.
Prompts will appear in the HR Assistant's user interface as ordered and can be reordered. Admins can create up to 4 different prompts using the following fields:
Prompt Title: Name of the default prompt. Title is visible to the user, title content is not sent to the AI Assistant. Max 100 characters.
Prompt Text: Text content of the default prompt. Text is visible to the user, prompt content is sent to the AI Assistant for a response. 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.
The last step of creating the HR Assistant is configuring the Assistant’s knowledge base. The knowledge base defines what the HR Assistant knows and can answer questions about.
Finally, select the user segment(s) that will have access to the HR Assistant. Only the user segment(s) selected in the Enable Access For field will be able to view and interact with the HR Assistant in the User Portal.
If one or more user segments have been selected, the Everyone option will be disabled. To enable the HR Assistant for Everyone, ensure that no other user segment has already been selected.
