In many organisations, extensive handbooks and written procedures can make finding specific information quickly a challenge.
Knowbot addresses this issue by transforming static PDF manuals and policies into instantly searchable knowledge, seamlessly integrated into your team’s workflow.
With Knowbot, your users does not need to memorise every detail. Instead, they can rely on Knowbot to provide real-time, on-demand guidance, acting as a reliable assistant ready to help whenever needed. This ensures that critical information is accessible precisely when it's required, enhancing efficiency and streamlining workflows.
Good to know💭
Currently, Knowbot offers text-based support, but future updates may even include voice interactions, further improving its role as an integral part of your team’s daily operations.
Start leveraging Knowbot to empower your team with instant, effective assistance and transform the way knowledge is managed and utilised.
Getting Started
As Knowbot will be able to give the answer your user needs quickly, an ideal start would be to add documents such as your employee handbook or standard operating procedures (SOPs) as PDFs. This ensures that Knowbot has access to all the necessary information to help your organisation effectively.
Start out by uploading your material into the Knowbot training arena. Once your files are uploaded you need to train the Knowbot for it to remember it and provide the information for your users.
Step-by-step
Click Select files, and add them to the arena.
Once the files are uploaded, you can click the individual PDF's or on the three dots to eg. manage tags and user groups.
The last step is to train Knowbot by clicking on the Train Knowbot button to the right.
Now Knowbot is ready to answer questions🤖
Quick tip💡 If you added the wrong PDF or if the content simply is not valid anymore, you can always have Knowbot "unlearn" it again. This is done by deleting the PDF from the Knowbot training arena and then training Knowbot again.
Restricting answers to certain user groups
Chances are that you have materials that you wish to make accessable for some users only. And if that is the case, then you can make that happen by restricting your content to certain user groups.
Once you have uploaded your file, click it or use the three dots to find the Manage access button. In the pop-up that will appear, you can decide to make it public or restricted. Choose the last option and click the drop-down to create a user group, or pick one you used before.
From then on, you can create the user group/groups based on departments, job profiles and permission types. Sounds familiar? That's because the same criteria options are used when creating a rule in sharing. Just like with rules, you can pick more than one criteria and eg. have a group that contains all Store managers from Sweden.
Remember to give it a name so you can easily locate it again and tell the difference between groups if you have more than one.
You can add one group each file.
Good to know💭 It is not possible to edit or delete the groups after you have created them. However, it will be added to the feature in a future release.
When to use restrictions
Below, you will find some case examples of when to use user groups.
Case 1: Let's say that you wish to train Knowbot in material from your leadership PDF, and do not want others to see. Then creating a user group for leaders is a perfect fit!
Case 2: If you have multiple stores where the operational tasks differ from store to store, you can still upload the tasks for different user groups and avoid users confusing their tasks.
Case 3: In case your organisation operates in more than one country, it could be beneficial to divide some answers so user will not see answers that is not relevant for them. In addition to this Knowbot can help your users in the language they use, regardless of the language of your materials.
Important🧠 Keep in mind that all users with admin access to Knowbot will be able to see the files in the Training arena regardless if they are in a group or not
Knowbot on the User dashboard
On the User dashboard, a user can access Knowbot by clicking the blue line at the top of their home page. When this is done, a pop-up will appear, and they can now send it questions they need answered.
With the answer, they will also be informed of the source/sources used to provide the answer.
Review Your Permissions
After uploading your materials, it’s crucial to review and configure your permissions. Only users with the appropriate permissions can access Knowbot. Therefore, permission must be enabled on the permissions so your team can utilise the knowledge base seamlessly.
