Creating chatbots

Chatbots are shareable document analysis apps. Users can directly query the chatbot knowledge base or compare their own uploaded files against the knowledge base with the help of large language models. Create a chatbot to help team members or customers query complex document sets such as business policies, support procedures, or product documentation.

Using the chatbot draft interface

Understanding the chatbot draft interface can help you efficiently create chatbots.

The default interface includes these elements:

• The knowledge base panel on the left starts as an upload panel, then displays all documents included in your chatbot after files are added. Use the icons above the document list to add or remove files and search the document list.

• The chat panel in the center includes the chat box for testing your chatbot and displays chat history after you start submitting queries.

• The settings panel on the right displays configuration options for your chatbot, with separate tabs for general settings and digitization options.

• Workflow selectors at the top right show the development phases of your chatbot: Draft and Published. Use the selectors to navigate between stages and publish your chatbot when ready.

Creating chatbots

You can create a chatbot in your personal workspace. Creating chatbots in shared workspaces isn’t supported.

1. In Workspaces, select your personal workspace, then click Create > Chatbot.

2. Define the chatbot knowledge base. You can upload up to 100 files at a time and about 500 files total, with a maximum size of 50 MB per file. Drag and drop files into the knowledge base panel’s upload area, or click Configure knowledge base and select an upload option.

   • Files or folders — Browse and select files from your local machine.

   • Browse drives — Access files from connected drives in your personal workspace.

   • Paste a URL — Import content from a webpage or file available at a URL.

     Content uploaded by URL is captured as a PDF, meaning the content doesn’t refresh and can’t reflect future changes. Inline links might not be preserved. URL upload is supported for public websites without paywalls or loading animations.
   When others use your chatbot, they can view all documents in the knowledge base. Be aware of including any potentially sensitive information.

3. Test your chatbot. While your chatbot is in draft mode, you can ask questions in the chat interface to preview how your chatbot performs.

   If you see poor results when querying non-Latin languages, try adjusting the Recognize languages digitization setting. Make changes on the Digitization tab, then click Redigitize all files.

4. On the General tab, configure chatbot details.

   • Description — Describe your chatbot to help users understand its scope and capabilities.

   • Sample prompts — Add example queries to show to chatbot users. Select prompts from the chat history using the Add prompt icon , or define new ones and click Add prompt.

     If you don’t include your own sample prompts, generic sample prompts are shown to users.

   • Disclaimers — Append an optional disclaimer message to each chatbot response, such as:

     • This chatbot answers with the help of AI. Verify any important information against the listed source documents.

     • This chatbot was created by the Finance Team. For any questions, reach out on Slack at #ask-finance.

5. When ready to publish your chatbot, hover over the Published workflow selector, then click Create chatbot app.

6. In the Create chatbot modal, complete the following settings.

   • Name — Enter a unique identifier for the chatbot. This name can’t be changed later.

   • Visibility and access — Manage who can see and use your chatbot.

     • Commercial & Enterprise Set to Private for personal use or testing; the chatbot is visible only to you in the Hub. Set to Shared to make the chatbot available to all organization members in the Hub.

     • Community Access settings can’t be changed. Any chatbot you create is publicly available but unlisted, meaning anyone with an AI Hub account can access and use your chatbot, if they have a link. Unlisted chatbots aren’t discoverable in the Hub, but your chatbot remains visible in the Hub for anyone who accessed it through the shareable link. When others use your chatbot, you aren’t charged and can’t see their queries or responses, unless they provide response feedback.

7. Click Create chatbot app.

Depending on the number of documents added to the chatbot, processing can take up to several minutes. Don’t refresh or navigate away from the page during chatbot creation—if you do, creation might fail.

After your chatbot is created, you can access it from the Hub to use, share, or edit it. To get the shareable link for your chatbot, open it in the Hub, click the dropdown indicator next to the chatbot name, and select Copy shareable link.

Reviewing analytics and feedback

After sharing your chatbot, you can monitor usage and user feedback from the analytics page. To access analytics, open your chatbot in the Hub, click the dropdown indicator next to the chatbot name, then select View activity.

The Chatbot analytics section includes high-level metrics about how many people are using your chatbot and making queries.

People who use your chatbot can leave feedback about the quality of the chatbot’s responses. In the Feedback section, you can see any feedback users have left, accompanied by their user ID. Click View details to see more detailed information, including the actual query and response.

Updating chatbots

You can edit the knowledge base, sample prompts, and most settings for any chatbot you’ve created. You can’t change a chatbot name or publisher. When you update your chatbot, a new chatbot version is published.

1. Open the chatbot draft.

   • From Workspaces, locate the chatbot draft in your personal workspace.

   • From the Hub, open the chatbot, then select the Draft workflow selector.

2. Make any changes, then hover over the Published workflow selector, and click Update chatbot app.

3. On the Update chatbot screen, adjust sharing settings if needed, then click Save.

   If you change sharing settings to Just you, previous chatbot users can no longer load the chatbot, even if accessing it from a previously shared link.

Depending on the number of documents added to the chatbot, updating your chatbot can take several minutes. Don’t refresh or leave the page while an update is in progress.

Deleting chatbots

When you delete a chatbot, all documents and chat history for that chatbot are deleted. For users of the chatbot, their chat history is also deleted and they can no longer view or load the chatbot.

1. Open the chatbot.

2. Click the dropdown indicator next to the chatbot name, then select Delete chatbot.

3. Click Delete to confirm.