Prepare Intent Agent

The Intent Agent is a feature that users can enable to enhance AI efficiency. By providing descriptions for folders, the Intent Agent enables the AI to sift through the database and assess which information is most relevant to users. The AI uses these folder descriptions to identify and prioritize the folders most likely to contain relevant information.

This feature transforms databases from simple file repositories into structured resources optimized for quick and accurate data retrieval.

How it Works

1. Folder Descriptions: Users provide brief descriptions for each uploaded folder, enabling the AI to better understand the folder's contents.

2. Intelligent Scanning: The AI first analyzes these folder descriptions before processing large volumes of data.

3. Relevance Assessment: The AI identifies which folders are most likely to contain relevant information.

4. Targeted Search: The AI focuses on exploring files within the most promising folders.

General Best Practices

1. Avoid Complex and Large Folders:

   • Organize files into clearly defined subfolders based on specific themes, topics, or categories.

   • Example: Divide a large department folder into smaller subfolders, such as project-specific subfolders for the entire Sales department.

2. Limit Folder Depth:

   • Keep folder structures shallow, with a maximum of four levels.

     • Example:

       • Main Folder → 1st Subfolder

       • Subfolder #1 → 2nd Subfolder

       • Subfolder #2 → 3rd Subfolder

       • Subfolder #3 → 4th Subfolder

3. Maintain a Clean Database:

   • Regularly remove duplicates, unused documents, and other unnecessary files to keep the database organized and efficient.

4. Consistent Labeling:

   • Create a standardized naming convention for files, including relevant keywords and dates when applicable.

5. Ensure Files Have Complete Information:

   • Make sure all documents contain the necessary details to address potential queries.

     • Example A: Clearly label company document templates and include the word "template" in the file name.

     • Example B: Include the responsibilities and scope of each team or department in documents to help the AI direct users to the correct resources.

6. Connect Relevant Databases:

   • Link related databases to your Data Room to provide consistent and accurate responses.

7. Start Small:

   • Focus on creating folder descriptions for complex folders first, while still aiming to make all folders clear and descriptive.

8. Manage Database Size Appropriately:

   • You can create up to 1,000 folders with descriptions without sacrificing accuracy. However, it’s best to gradually expand the folder structure to maintain a well-organized database.

Tips for Making Folder Descriptions

1. Provide Context:

   • Clearly describe the folder's contents and explain how the information can be used.

2. Keep Descriptions Concise:

   • Limit your descriptions to 500–800 characters to maintain clarity and readability.

3. Use Keywords:

   • Include words commonly associated with the folder's contents. These keywords improve search accuracy and categorization.

4. Be Direct:

   • Avoid unnecessary introductions and focus on the essential details of the folder's contents.

   • Example:

     • Before: The folder '{{folder name}}' includes important files.

     • After: This folder contains files related to XYZ.

Outline for a "Good" Folder Description

Below is a sample folder description with three main parts: (a) short description, (b) details on the folder contents, and (c) keywords.

Example Case: Describing a Folder Filled with Administrative Forms

• Folder Description: "This folder contains essential administrative and operational forms and documents for 'COMPANY A' including forms for employee onboarding, preference calculations, and quality management procedures. This folder consist of administrative and operational forms used to support various aspects of company operations, compliance, and employee management."

Folder Description Breakdown:

short description	"Contains essential administrative and operational forms and documents for 'COMPANY A'..."
content details	"...including forms for employee onboarding, preference calculations, and quality management procedures..."
keywords	"...This folder consist of administrative and operational forms used to support various aspects of company operations, compliance, and employee management."

How to Improve Folder Descriptions

1. Case 1: Too long. Descriptions that are redundant can reduce efficiency.

sample case	bad folder description	improved description
Describing a folder filled with administrative forms.	This folder contains a variety of forms and documents used for different administrative, operational, and compliance purposes. Here is a detailed summary of its contents: TR48-02: This form is used for documenting company property that is temporarily handed over to employees. It includes fields for item details, serial numbers, department, and signatures for both issuance and return. TR48-03: This form is an onboarding plan for new employees. It outlines the necessary training and introductions, including safety briefings, department tours, and specific job-related training. TR48-05: This document outlines the non-disclosure agreement terms between parties, including the return or destruction of confidential documents, rights to developments, and the governing laws. TR48-10: This form is used for supplier information, particularly regarding environmental management systems and compliance with various environmental regulations.	Contains essential administrative and operational forms and documents for 'COMPANY A,' including forms for employee onboarding, property management, non-disclosure agreements, supplier information, access rights and device requests, preference calculations, and quality management procedures. These documents support critical aspects of company operations, ensuring compliance and facilitating effective employee management.

1. Case 2: Too short. Descriptions that don't give enough context.

sample case	bad folder description	improved description
Describing a folder that includes all details to an internship and trainee program in the company	Folder for trainees	Contains essential documents related to the company's apprenticeship and training programs. This folder includes information on apprenticeship positions, trainer contact details, and guidelines for apprentices. Topics covered include working hour requirements, vacation entitlements, exam policies, and training report requirements, as well as details about additional training opportunities. It serves as a vital resource for both apprentices and trainers at 'COMPANY A,' supporting effective program management and development.

1. Case 3: Inconsistent keywords. Use words that are commonly used in the documents and widely understood by the company.

sample case	bad folder description	improved description
Describing a folder on the equipments and tools of a sales team.	Contains documents regarding information on the items used by the sales team	Contains essential documents for 'COMPANY A's' sales team (TeamB2B), including: An equipment list for the sales team's pilot case (Sales Kit). An overview of product sample cases (Sales Equipment Inventory). These documents detail the equipment, tools, and materials used for field sales activities, product demonstrations, and customer presentations, supporting the team's operational efficiency and effectiveness.

FAQs

• How does the Intent Agent decide which folders are most relevant?

  • The Intent Agent analyzes user-provided folder descriptions to identify and prioritize folders likely to contain relevant information before processing the contents.

• When is it best to use the Intent Agent feature?

  • The feature is most useful when applied to databases containing multiple folders with distinct topic areas, allowing it to efficiently prioritize and retrieve relevant information.

• Is there a minimum number of files or folders required for the Intent Agent to be effective?

  • There is no strict minimum number of files or folders needed to use the Intent Agent. However, the feature is most useful when applied to databases containing multiple folders with distinct topic areas, allowing it to efficiently prioritize and retrieve relevant information.

• What happens if I don’t provide folder descriptions? Will the Intent Agent still work?

  • Without folder descriptions, the Intent Agent may not function optimally, as these descriptions are essential for relevance assessment.