The Chatbots feature of the Ayfie Personal Assistant is a versatile tool for enhancing user interaction and automating routine tasks. This feature empowers users to tailor the AI's functionality to meet specific needs, whether for customer service, information retrieval, or internal support. Chatbots can be designed to perform specific tasks, such as answering FAQs or providing technical support.

Comparison to Instructions

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• Premium licensing: While Instructions are available to all users, Chatbots are licensed as a premium add-on. For Personal Assistant integration in Locator, your license specifies the maximum number of chatbots that can be defined in your environment at the same time.

• Use of documents instead of Contexts: Where Instructions can use relatively short Contexts to extend their knowledge base, Chatbots can be directly provided with documents (in all supported formats) for the same purpose.

• Collaboration: Where Instructions are individual to the user who created them, Chatbots can be shared across your organization.

• Access control: While all your users can use existing Chatbots, they need to be granted elevated access privileges before they can alter them or create new ones.

• External integrations: Chatbots support embedding in external websites to serve your users or customers there directly. The necessary technical documentation is available at Integrating Chatbots in third-party applications

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• Customization: The Chatbots feature allows users to create bots tailored to specific tasks or industries. This customization ensures that the chatbot can handle queries and tasks relevant to the user's needs.

• Scalability: By deploying multiple chatbots, organizations can scale their operations efficiently, handling a larger volume of interactions without additional human resources.

• Consistency: Chatbots provide consistent responses, ensuring that users receive the same quality of information and support across different interactions.

Creating and Managing Chatbots

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Creating New Chatbots

To create a new chatbot, navigate to the Chatbots section and click on

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the + New chatbot button. This will open a setup wizard that guides you through defining the chatbot's

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Customization Options: Users can customize the chatbot's name, avatar, and personality to align with their brand or specific use case.

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Task-Specific Design: Chatbots can be designed to perform specific tasks, such as answering FAQs, booking appointments, or providing technical support.

Chatbot Components

• Natural Language Processing (NLP): Chatbots leverage NLP to understand and process user inputs, allowing them to respond accurately to a wide range of queries.

• Predefined Responses: Users can define a set of predefined responses for common queries, ensuring quick and accurate answers.

• Learning Capabilities: Advanced chatbots can learn from interactions, improving their responses over time based on user feedback and data analysis.

Monitoring and Updating Chatbots

• Performance Analytics: Users can monitor chatbot performance through analytics dashboards, tracking metrics such as response time, user satisfaction, and interaction volume.

• Continuous Improvement: Based on performance data, users can update and refine chatbot responses and functionalities to enhance effectiveness and user experience.

User Interface Elements

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Intuitive Design: The Chatbots interface is designed to be user-friendly, with tools and templates that simplify the creation and management of chatbots.

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Visual Workflow Builder: A visual builder may be available to help users map out conversation flows, making it easier to design complex interaction scenarios.

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configuration

Setup

The initial setup page lets you name the Chatbot and select the Model it should use when replying.

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Knowledge Base

On this page you can upload one or more documents that your Chatbot will use as its main source of relevant knowledge when replying to users.

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Instructions

The Instructions and Context allow you to detail how the Chatbot should behave and what expectations its responses are required to meet.

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Customization

The final page allows you to tailor the chatbot’s appearance to your preferences.

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Publishing Chatbots

Chatbots can have three different publication states:

• Draft: The chatbot is only available to users with elevated access through admin or chatbot_manager role (see Roles and Permissions )

• Internal: Only available for users within one organization. Access can be restricted to specific selected users or shared to organization as a whole.

• Public: The chatbot is available to all users within your organization and can be used by anyone through a dedicated URL.

A newly created Chatbot is in Draft state and requires action to be available to anyone but administrators.

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After clicking the Publish button you can choose the publication options:

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Chatbot properties

Each Chatbot on the list has a menu button that expands the following options:

• Access settings: Allows you to change the Chatbot’s publishing settings or unpublish it back to Draft state.

• Edit: Change the chatbot’s configuration.

• Copy URL: Copy a direct link to the Chatbot

• Code Snippet: Generates a JavaScript code snippet used for external integration - see Integrating Chatbots in third-party applications

• Delete: Removes the Chatbot.

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Chatbot integrations

While Chatbots can be used within Personal Assistant itself, they can also be integrated into third party platforms - websites, messaging apps, internal systems etc - providing seamless interaction points for users. A technical guide to deploying for IT staff regarding deployment of Chatbot integrations can be found at Integrating Chatbots in third-party applications

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