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.
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.
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.
1. Starting with a New Workflow
When you first access the workflow page, it will appear empty, indicating that there are no workflows set up yet. To create a new workflow, follow these steps:
Step 1: Create a New Workflow
Look for the "+ New Workflow" button. This button can be found in two places:
In the center of the screen, at the bottom of the page.
On the left sidebar, under the Workflow section.
Clicking this button will trigger the creation of a new workflow, and you will see a new card appear on the screen with the details of your first workflow step.
2. Workflow Execution Settings
At the bottom of the workflow area, you will find two key settings that control how the workflow behaves:
Execution Mode:
Human in the Loop: This mode requires the user to manually click a button to move to the next step after each one completes. This gives you control to review each step before proceeding.
Autopilot: In this mode, the workflow will automatically move from one step to the next without any manual input. This is ideal when you want the process to run automatically.
Workflow Trigger:
Manual: When set to manual, the workflow will only start when the user triggers it manually (by clicking a "play" button).
Automatic: In automatic mode, the workflow will begin as soon as certain actions occur, such as when a file is uploaded or when a message is received in the chat.
3. Saving or Cancelling the Workflow
Once you have configured the workflow to your liking, you can choose to either Save or Cancel your changes:
Save: Click the Save button to save the workflow you’ve just created or modified.
Cancel: If you wish to discard any changes and not save the workflow, click Cancel.
1. Editing the Workflow Card Name
Name: The name of the step is typically descriptive of the task you want the AI to perform. For example, it could be something like "Step 1: Analyze", "Step 1: Gather Information", or "List down key points". This helps you quickly identify the purpose of that particular step in your workflow.
2. Step Type Selection
The Step Type field determines what kind of task this card will execute. There are several options, but for now, let’s focus on the most common one: Prompt.
Prompt: This step type allows you to provide a detailed instruction to the AI. The AI will use this instruction to carry out the task.
Other step types might include Integration and Variable, but these require different configurations. For this tutorial, we’ll focus on the Prompt type, which is the most commonly used when working with AI models.
3. Selecting the AI Model
Model: After selecting Prompt as the step type, you will need to choose a Model.
The model is essential because different AI models are better suited for specific types of tasks. For example, some models may excel at creative writing, while others are optimized for data analysis or technical tasks.
In this section, you’ll see a list of available models. For example, GPT 4 Omni is listed here, but you can select any other model that fits your task.
4. Writing the Instruction
Instruction: This is where you detail the task for the AI. It’s important to be as specific and clear as possible so the AI knows exactly what to do.
For example: “Please analyze the provided content thoroughly and transform it into a professional, well-organized document. Ensure that the text is clear, concise, and structured logically, with smooth transitions between ideas. Your task is to refine the language to maintain a formal tone that is appropriate for a business audience, using precise and authoritative language throughout. If any concepts or details are unclear, expand on them with relevant information or data to ensure full clarity. The final version should be suitable for internal reports, presentations, or formal communication with stakeholders.”
The clearer and more detailed your instruction, the more accurately the AI will be able to execute the task.
5. Web Research Option
Web Research: This toggle allows the AI to search the internet for relevant information to assist in completing the task.
If you enable this toggle, the AI will gather data from the web, which can be useful when the AI needs up-to-date or specific information that may not be readily available in the data room (the conversation thread).
If you don’t need web data, simply leave this toggle off.
6. Data Room Selection
Data Room: The Data Room is where the AI pulls information from to generate the result for this step.
What is a Data Room? It refers to the conversation thread that has been built so far. This includes the context and data exchanged in the current session. In other words, it’s the accumulated information and dialogue that the AI will use to produce the output for this specific task.
The data room ensures that the AI has access to all relevant information from previous steps or messages in the workflow.
Name: Descriptive title for the task.
Step Type: Choose Prompt for tasks requiring instructions to the AI.
Model: Select the AI model that is most suited for the task.
Instruction: Provide detailed guidance for the AI on what to do.
Web Research: Toggle on if you want the AI to search the internet for additional data.
Data Room: Use the conversation thread (data room) as context for the task.
By following these instructions, you can effectively customize and configure each card in your workflow to meet your specific needs.
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 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
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.
Contribute Knowledge allows you to save an Insight, an AI-generated message or conversation into your database. However, instead of saving it in the Insights section, it is stored within a selected database, making it accessible to team members who have access to that database.
This method is ideal for collaborative work, ensuring that key insights are stored and structured within a knowledge base. However, since databases undergo chunking, the information may be divided into smaller sections, which could affect retrieval accuracy
Simply click any message in your AI conversation, then select 'Contribute Knowledge.' Choose the database where you'd like to save the insight. Team members subscribed to that database will automatically receive an update about the new contribution.
Team members can be notified of new contributions by clicking Subscribe to Contribution to stay updated in the next working day.
To ensure a scalable and effective use of this feature, follow these best practices to ensure consistency, accuracy, and ease of access for your team.
Use for Finalized or High-Value Insights
Save only high-quality, valuable AI responses that are worth sharing across the team. This avoids cluttering the database with exploratory or draft-level messages.
Review for Context Completeness
Since content may be broken into smaller sections due to chunking, ensure the saved message is self-contained and clear on its own or includes sufficient context for future retrieval.
Keep Contributions Organized
Regularly review and clean up outdated or duplicated contributions to maintain a streamlined and efficient knowledge base.
Below are sample use cases for Knowledge Contribution to help you explore how this feature can be applied effectively:
Team Knowledge Sharing – Save important AI-generated outputs—such as strategic ideas, summaries, or research findings—so others can easily access and build on them.
Summarizing Legal Cases – Save AI-generated summaries and analyses of lengthy legal documents into the database, making it easier for team members to reference and cross-check relevant case information
Project Collaboration – Store key decision-making inputs or analysis generated during AI chats in a shared database to keep all project collaborators aligned and informed.
Marketing Playbook – Contribute AI-generated marketing strategies, project guidelines, and brand messaging into the database to ensure consistent execution and alignment across the team.
There are two ways to save an AI-generated message in Blockbrain, each offering different benefits depending on your needs:
Best for Personal Reference & Selective Sharing
Best for Team Collaboration
Stores AI messages in Insights, which function like personal notes
Stores AI messages in Databases, which is chunked and accessible by the team
Files are accessible via the Insights section in the Knowledge Management page
Files can be accessed from the Databases section within the Knowledge area of the Knowledge Management page
Used when you want to save AI-generated responses in their original form, either for personal reference or for later sharing without structuring them in a database. Great for keeping quick notes, ideas, or AI-generated responses without affecting team-wide databases.
Used when you want AI-generated insights to be accessible to the entire team and systematically stored in a database, allowing the AI to contribute within the broader context of the knowledge base you're working in
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.
