Troubleshooting
Encountering issues with your bot? This guide is here to help and provides solutions to common problems, ensuring you can quickly resolve any issues and maintain smooth operation.
If you are experiencing trouble with the usage of a Knowledge Bot (Connected Data, Prompting, Chatroom problems, Bot Limitations), please visit the the page: "Troubleshooting" in the for users section.
Problem-solving Process
When encountering issues with the Blockbrain Knowledgebots, please follow this escalation path for efficient problem resolution:
1. Self-Help Resources
First, try to resolve the issue independently using these resources:
Blockbrain User Guide
Check error messages and common problems
Review step-by-step solutions
Follow recommended fixes
Blockbrain User Guide Bot
Ask direct questions
Get immediate automated responses
Access specific problem-solving guidance
You can find the Blockbrain User Guide Bot as a Default Bot on your Dashboard.
2. Internal Support
If self-help resources don't resolve your issue, escalate internally:
Contact Your Company Builder
Share detailed problem description
Provide relevant screenshots
Explain steps already taken
Consult Your Company Admin
Escalate if Builder cannot resolve
Provide previous communication history
Detail all attempted solutions
3. Blockbrain Expert Support
The Blockbrain team is always here to help with complex issues that couldn't be resolved through other channels. Feel free to reach out when:
You've explored self-help resources and internal support options
Your Company Admin recommends escalation
You need specialized expertise for your specific case
Our dedicated team will be happy to assist you with:
In-depth technical analysis
Custom solutions
Expert guidance
This structured approach helps us provide you with the fastest and most effective support possible. While our team is always ready to help, many issues can be resolved quickly through self-help or internal support channels, saving you valuable time.
Bot does not Generate Desired Responses - what can a builder do to remedy that?
If your bot is not producing the expected outputs, consider the following solutions:
Keep Prompts in English and Concise
Ensure all prompts are written in clear, concise English for optimal performance. This is especially important in the initial instructions, agent and workflow prompts.
Vector Database Issues
Check for overlapping or disorganized data in the vector database.
Ensure data is sufficient and accessible for AI processing.
Pay attention to the bot's short-term and long-term memory capabilities. (connected files vs. databases - for more information see "how to use a Knowledgbot")
Verify proper data input procedures.
Intent Agent - Best Practices
Have you tried using the Intent Agent for better Retrieval-Results?
General Best Practices
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.
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
Maintain a Clean Database:
Regularly remove duplicates, unused documents, and other unnecessary files to keep the database organized and efficient.
Consistent Labeling:
Create a standardized naming convention for files, including relevant keywords and dates when applicable.
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.
Connect Relevant Databases:
Link related databases to your Data Room to provide consistent and accurate responses.
Start Small:
Focus on creating folder descriptions for complex folders first, while still aiming to make all folders clear and descriptive.
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.
Folder Description Best Practices
Provide Context:
Clearly describe the folder's contents and explain how the information can be used.
Keep Descriptions Concise:
Limit your descriptions to 500–800 characters to maintain clarity and readability.
Use Keywords:
Include words commonly associated with the folder's contents. These keywords improve search accuracy and categorization.
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.
Enhance Bot Creativity
Select Nexus for improved creative outputs.
Choose the right Language Learning Model (LLM) in the Settings.
Adjust Model Modifiers in Settings for individual AI performance.
Select the most suitable Search Method for your use case (see "how build a knowledgebot for more information).
Issues with Sharing Bots
To avoid problems when sharing bots:
Create Bots in Workshop
Always create bots intended for sharing in the Workshop, not directly on the Dashboard.
Only bots created in the Workshop can be shared.
User Permissions
Ensure users have the correct permissions for both the bot and associated databases.
Missing Features or Information Overload in Chatbot
To optimize chatbot functionality:
Manage Action Settings
Use toggles in Action Settings to activate or deactivate specific features.
Enable only the toggles essential for your use case.
Deactivate unnecessary toggles to maintain bot simplicity and efficiency.
By following these troubleshooting steps, you can address common issues in the Builder role of your tool, ensuring optimal performance and user satisfaction.
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