Guide on Knowledge Bot Features
This section explains how to use key Knowledgebot features effectively. Learn how they can help simplify tasks, improve workflow, and save time.
Last updated
This section explains how to use key Knowledgebot features effectively. Learn how they can help simplify tasks, improve workflow, and save time.
Last updated
Agents are reusable, customizable prompt shortcuts that help streamline tasks, saving time and improving productivity. They allow you to automate specific queries, ensuring consistency and efficiency in responses.
Why use Agents?
Efficiency – Reduce repetitive typing and automate frequently used prompts.
Consistency – Ensure responses follow a structured and standardized format especially across scaling teams.
Customization – Tailor Agents to fit specific workflows and your needs.
Collaboration – Share Agents within your organization for uniform responses.
Faster Decision-Making – Instantly generate reports, summaries, and recommendations.
Agent Templates must be pre-configured by your builder before they become available. For setup instructions, see the Applying Advanced Features page.
Our platform offers two elegant methods for activating specialized AI agents, precisely tailored to your requirements.
For messages that have already been sent, you can retroactively activate a specialized AI agent:
Locate the Agent Button below the relevant message
Click to open the selection of available agents
Choose the desired specialist for your query
The selected agent will immediately begin analyzing and processing your message
Before sending your message, you can designate a dedicated agent:
Use the Agent Button in the Send-Box
Make your selection from the portfolio of available specialists
Compose your message as usual
Upon sending, your selected agent will directly process the request
These dual activation options ensure maximum flexibility and enable you to optimally utilize the expertise of our AI agents for your specific requirements.
Your commonly used prompts can become Agents, allowing you to trigger complex queries with a single click. Here are some practical ways to use Agents:
Summarizing Documents – Upload long documents and use an Agent to generate concise summaries in a preferred format.
Crafting Reports – Gather multiple pieces of information and structure them into a well-organized report.
Refining Tone & Style – Improve writing clarity, simplify text, or adjust tone to match your audience.
Strategizing – Analyze company data and use an Agent to generate business insights or summaries.
Creating Sales Emails – Input client and project details, and let an Agent generate a personalized sales email.
Workflows allow you to automate multi-step prompts, making complex interactions more structured and efficient. Unlike Agents, which function as single-prompt shortcuts, Workflows guide the AI through a sequence of prompts to ensure a more accurate and refined final response.
Why use Workflows?
Improved Accuracy – The AI delivers more precise responses when given structured, step-by-step prompts.
Better Context Retention – Each step builds on previous answers, leading to a more cohesive final result.
Scalability – Automate repetitive, multi-step tasks to save time and improve efficiency.
Select your desired workflow from the list
Click the Play icon ▶️ to the right of the workflow
The workflow will run automatically
After starting, a process visualization appears in the bottom right corner of your screen:
Current step: Marked with a loading icon ⚙️
Completed steps: Highlighted in green ✅
Pending steps: Shown in neutral state
This visualization allows you to track the workflow's progress in real-time.
The available workflows are pre-configured specifically for your use cases.
The Intent Agent enhances accuracy when searching large databases by intelligently identifying the most relevant files based on the Knowledge Base descriptions provided. By understanding folder descriptions, it helps the AI return more precise and relevant information, making data retrieval faster and more efficient
Why use Intent Agent?
Improved Efficiency: Reduces time spent scanning irrelevant folders by narrowing the search to relevant areas.
Optimized Workflows: Simplifies the process of locating the correct folder, especially as databases grow larger and more complex.
Faster Results: Quickly identifies and retrieves the most relevant information, saving time.
Resource Optimization: Conserves computational resources by prioritizing the processing of relevant data.
If the Intent Agent switch is missing from your right navigation panel, contact your Knowledge Bot Admin to enable this feature.
Ask Detailed Questions: Provide enough context in your AI queries or prompts to ensure the AI fully understands your needs.
Example:
Before: How long should I keep client data?
After: How long should I keep client data accumulated during Project XYZ?
Rephrase If Necessary: If the AI’s response is not ideal, try rephrasing your question, prompt, or query to improve clarity and achieve better results.
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.
There are multiple ways to create an insight:
Save AI Chat as Insight: Click on the 3-dot icon in the AI chat, select "Save message as an insight"
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.
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.
To maximize the effectiveness of Insights, follow these best practices to ensure consistency, accuracy, and ease of access for your team.
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.
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
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".
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.
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.
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.
Agents
How do Agents differ from Workflows?
Agents handle single-use prompts, while Workflows automate multi-step processes for more structured interactions.
Can I share my Agents with my team?
Yes, you can share Agents with your team if they have access to the same Knowledge Bot
Why can't I see any Agents?
It may not be enabled in your Knowledge Bot. Simply ask your admin to activate your organization's agents in the Knowledge Bot settings.
Is Intent Agent different from Agents?
Yes, Intent Agents and Agents are advanced features with distinct functions. While Agents are customizable prompt shortcuts designed to automate tasks, Intent Agents enhance chat accuracy using specialized methods. They operate independently from regular Agents and serve different purposes in refining AI interactions.
Workflows
Can I share Workflows with my team?
Anyone with access to the Knowledge Bot can also access the Workflows created within that bot.
Why isn’t my Workflow giving accurate results?
Ensure each step is specific and clear, avoid overly complex prompts in a single step, and test different step sequences to optimize results.
Intent Agent
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.
Insights
Why should I use Insights?
Insights help you quickly save, organize, and retrieve useful AI responses without losing context. They are great for personal reference, collaboration, and sharing specific messages with others.
How are Insights different from Databases?
Unlike databases, which store large volumes of structured data that undergo chunking, Insights are stored in full context, preserving the original message format.
How should I name my Insights?
Use consistent and descriptive titles that include relevant keywords for easy searching. Clear titles help you quickly locate Insights when needed.
