What are Insight Use & Dynamic Insights?

Insights vs Dynamic Insights

Blockbrain offers two types of Insights to help you retain and reuse valuable knowledge:

• Insights are manually saved AI messages or notes—bite-sized pieces of information from chats or documents that you can revisit, reference, and share across datarooms. They’re perfect for capturing key takeaways or highlights without re-reading full files.

• Dynamic Insights are scheduled, automated prompts that run at set intervals (e.g., daily or weekly) using web research. These generate up-to-date insights based on a specific topic or URL and are automatically saved, helping you stay informed without manual effort.

Whether you're manually saving learnings or automating recurring updates, Insights make it easy to build a knowledge base that evolves with you.

Insights

Insights are bite-sized pieces of important information you can extract from your documents and conversations. They help you quickly find and share key knowledge without reading entire files. Think of them as smart highlights that make finding what you need faster and easier.

Use Cases

Sample Scenario

A customer support team uses Blockbrain to handle common technical troubleshooting requests. Team members frequently ask the AI bot for solutions to repeating customer issues, but responses can vary slightly depending on how the query is phrased.

Insights can improve the workflow of that situation through the following:

1. A support specialist asks the AI for a troubleshooting guide on a common issue and refines the response for accuracy.

2. Once the response is validated, they save it as an Insight so the team can reuse the response instead of regenerating it each time.

3. Now, when another team member encounters the same issue, they can retrieve the saved Insight instantly instead of waiting for a new AI-generated response.

4. Over time, the support team builds a library of verified troubleshooting steps, ensuring consistent and accurate AI-generated answers across the entire team.

Other Sample Use Cases

• Research & Development Knowledge Base – A research team compiles summaries of scientific papers, experimental findings, and competitor analyses into Insights. This allows them to quickly retrieve and reference past knowledge instead of duplicating research efforts.

• Content Marketing & Copywriting – A content marketing team stores brand tone guidelines, product descriptions, and frequently used marketing messages in Insights. Writers can quickly pull pre-approved messaging to maintain brand consistency across multiple campaigns.

  • Create brand tone and guidelines, then save them as an Insight for easy reference when generating future marketing campaign content.

• HR & Employee Training – An HR department uses Insights to store company policies, onboarding procedures, and answers to frequently asked employee questions. This ensures HR representatives provide accurate and consistent responses without searching for documents every time.

How to Save an Insight

There are multiple ways to create an insight:

1. Save AI Chat as Insight: Click on the 3-dot icon in the AI chat, select "Save message as an insight".

   1. Edit your Insight if needed: Add additional context, Modify the content, or Add tags for better organization

1. Manually Add Insight: Navigate to the Insights Tab, click "Add Insights" to type in your own insight, creating a text-based note in your own words. Or, you can manually add Insights from the Data Management page.

Sharing Insights

To share an already existing Insight, click on Insights, then Contribute Insight and choose a database to store it. If the database is public, your teammates will also be able to use your Insight.

Managing Insights

Accessing Insights

• You can access all insights created across all Knowledge Bots and Data Rooms in the Knowledge Management Tab under the Insights sections

Searching Insights

• Navigate to the Knowledge Management Tab and click the Insights Tab. There are two methods to search for insights:

  • Keyword Search – Use specific keywords to find relevant insights.

  • Insights AI Search – A powerful search tool that allows users to find specific insights based on context, not just keywords, enhancing retrieval efficiency by allowing users to set the number of search results to display.

Best Practices

To maximize the effectiveness of Insights, follow these best practices to ensure consistency, accuracy, and ease of access for your team.

1. Store Only High-Quality, Validated Information

   • Save accurate and well-structured content that has been reviewed or refined.

   • Avoid storing duplicate, outdated, or incorrect responses to maintain reliability.

   • Regularly audit and update Insights to ensure information remains current.

2. Store Only Clear and Focused Threads

   • Save well structured threads that focus on a desired topic

   • Avoid overly complicated threads that may confuse the AI when referenced in the future

3. Use Clear, Consistent, and Descriptive Titles

   • Include relevant keywords in the title to make searching faster and more intuitive.

   • Use consistent naming conventions across teams to improve organization.

   • Example: Instead of "Client Pitch", use "Sales Team: Sales Email Email - Follow up for Company X".

4. Keep Responses Concise and Actionable

   • Store only the necessary details instead of long, unstructured content.

   • Summarize key points clearly to make Insights quick to read and apply.

   • If context is needed, add links to supporting documents instead of storing long explanations.

5. Leverage Insights for Consistency Across Teams

   • Standardize customer support answers, sales scripts, company policies, and technical instructions.

   • Ensure that AI-generated responses align with company-approved messaging.

   • Regularly train team members on how to use Insights to maintain uniformity.

6. Regularly Review and Clean Up Insights

   • Schedule routine audits to remove outdated or redundant information.

   • Ensure Insights remain relevant and useful for evolving business needs.

   • Encourage team feedback on stored Insights to improve quality.

Dynamic Insights

Dynamic Insights let you automate recurring web research by scheduling prompts that fetch updated information from selected URLs. The results are saved as Insights, so you can track changes, monitor trends, or stay updated on specific topics—without lifting a finger.

When to Use Dynamic Insights

• Schedule a prompt to run daily, weekly, or monthly

• Automatically extract insights from web pages

• Keep your knowledge base fresh with the latest update

How to create a Dynamic Insight

You can access Dynamic Insights from the same 'Add Insights' button used to create regular Insights. Follow the steps below to set one up.

1. Click Add Insights, then choose Dynamic Insight

2. Fill in a Title

   • Give your Dynamic Insight a clear, descriptive title so it’s easy to find and recognize later.

3. Set a Schedule

   • Choose the start date, time, and frequency (daily, weekly, etc.) for when the AI should run your prompt.

4. (Optional) Enable Email Notifications

   • Check the box to receive email alerts whenever the Insight is updated.

5. Add your Data Source

   • Select Web Research as the source.

   • (Optional) Input one or multiple URLs you want the AI to pull data from.

6. Write your Search Prompt

   • Tell the AI what to look for in the selected URLs. Be clear and specific—this drives the quality of your output.

Best Practice

Follow these tips to get the most out of your scheduled research:

1. Be specific and clear in your prompt.

   • Vague instructions lead to vague results.

2. Include a formatting guide in your prompt.

   • For example, ask the AI to summarize updates in bullet points or provide insights in a comparison table.

3. Define the scope.

   • If you're tracking a trend or update, tell the AI what kind of changes or data to look out for.

4. Choose between adding URLs or not

   • Include URLs if you want the AI to focus on specific sources

   • Leave it blank for broader, more flexible web research.

5. Name your Insight descriptively

6. Avoid keyword-only prompts

   • Instead of “AI trends,” write: “Summarize this week’s major AI technology announcements with examples from the source.”

Methods of Saving an AI Message

There are two ways to save an AI-generated message in Blockbrain, each offering different benefits depending on your needs: