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AI Assistant Configuration

Create and manage your organization's AI assistants — their knowledge, tools, model, and who can use them. Admin access required.

The AI Assistants Page​

Go to AI Assistants in the sidebar. Three tabs:

TabWhat It's For
AssistantsThe assistant list — enable/disable, view, edit
Pending ApprovalsReview and approve newly deployed assistants
Access RequestsApprove or reject user access requests

The assistant table shows each assistant's model, conversation count, and an Active/Inactive toggle. Click a row for a detail panel with its description, notes, base model, and system prompt.

Creating an Assistant​

Click Create Assistant. The form has six tabs:

1. Basics​

  • Name and Description
  • Notes — optional text shown to users to introduce the assistant (doesn't affect behavior)
  • Starter Questions — up to 4 suggested questions shown on the assistant's welcome screen
  • Suggest follow-up questions — after each answer, show 3 clickable follow-up questions
  • Character / Emoji — pick an animated character avatar, or fall back to an emoji

2. Model Config​

  • Choose the model — the platform model, or external providers if enabled (external models show a data warning)
  • Tune model parameters (temperature, response length, and more) — unchecked parameters use defaults

3. System Prompt​

The assistant's instructions — who it is, how it behaves, what it should and shouldn't do.

4. Knowledge Base​

  • Enable Knowledge Base and choose the document access scope — which document levels the assistant can search (personal, team, department, organization, confidential)
  • Optionally attach assistant-specific documents only this assistant uses
  • Toggle Web Search

5. Tools​

Choose which actions the assistant can perform — grouped by category (Search, Documents, Organization, Tasks, Service Desk, Blueprints, HR & People, Utility). Write actions are marked and always require user confirmation in chat. If none are selected, all tools are active.

6. Advanced​

  • Enable Thinking Mode — show the assistant's reasoning process before it answers

Pending Approvals​

Newly deployed assistants wait here before going live. For each, review and set:

  • Knowledge Base Access — which document levels it may search
  • Access Level — Entire Organization, Specific Departments, or Specific Users

Then Approve or Reject (with an optional reason).

Access Requests​

When a user requests access to a restricted assistant, the request appears here with the requested duration. Approve (you can adjust the expiry date) or Reject.

Tips​

  • Keep the default assistant active — it's most users' starting point
  • Scope knowledge access deliberately — an assistant only answers from what it can see
  • Use Notes and Starter Questions — they help users understand what each assistant is for
  • Review access requests promptly