What is the AI Assistant? (Beta)

⏩ Content Summary:

Imagine an AI assistant equipped with your company’s context, acting as the guardian of your organizational knowledge. It centralizes information from internal documents, policies, and procedures.

The AI Assistant is a chatbot that provides fast, accurate responses whenever employees need guidance or have questions about internal processes. This not only saves time but also ensures everyone has access to essential information, improving efficiency and alignment across the organization.

Additionally, the AI Assistant supports conversational request creation, enabling employees to generate tickets or requests in different processes (pipes) directly through natural language.

And if a user wants to check the status of their existing requests, the AI Assistant can track them and deliver updates instantly and accurately.

Explains reimbursement policies, eligible expenses, deadlines, and helps create reimbursement requests.

Answers questions about benefits and supports employees during vacation request creation.

Provides fast troubleshooting guidance, generates support tickets, and sends status notifications, improving response times and reducing workload.

Helps answer questions about purchase orders, return policies, and provides frontline support for sales teams without needing to search through documents or pipes.

To get started, click your profile in the upper-right corner.
Then select AI Assistants → Create AI Assistant.

Give your assistant a name, write a clear description, and optionally connect your own LLM model instead of using Pipefy’s default (currently GPT-4 by OpenAI).

In the Knowledge tab, you define the Assistant’s data sources, where it will pull information from.

You can train your Assistant using documents or interfaces.

Use this option if you want the Assistant to learn from external sources such as internal policies, FAQs, or PDF knowledge bases.

If you already have a base of knowledge in PDF format*, simply upload the file.

📌 Important: The Assistant currently supports uploading up to 50 files.

Use this option to give the Assistant access to the combined information inside one of your interfaces.

The Assistant follows the permissions and filters defined in that interface, meaning it will only deliver answers allowed by its configuration.

📌 Important: Even if your interface contains confidential data, the Assistant will only access what you explicitly allow.

In Behaviors, you define how the Assistant should respond and interact with users.

You can customize communication style, behavioral rules, and guardrails, ensuring responses remain aligned with the Assistant’s purpose.
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No need to repeat actions or descriptions already configured in the AI Assistant tab.

To enable a feature, simply toggle it on. The selection is saved automatically.

With these options, your Assistant becomes more proactive, contextual, and helpful, capable not only of answering but also taking real action in your workflows.

In the Channels tab, you choose where your Assistant will be available.
You can publish it to internal channels (portals, interfaces) as well as external channels such as Slack and Microsoft Teams.

After creating an Assistant, use the settings button to access its configuration tabs: AI Assistant, Knowledge, Behaviors, and Channels.

Edit the name, description, or LLM model. Click Save when finished.

To keep your Assistant up to date, regularly add or update documents and interface data.

Click the knowledge source to view details.
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To update it, click Edit, upload a new file, or replace the interface.

To add a new source, click Add Knowledge, upload a PDF file, give it a name, and describe when the Assistant should use that document. Then click Add document.

💡 Prompt example:
​“Use this document whenever users ask about internal company policies. Extract information about vacations, leave, and benefits to provide accurate responses.”

To add a new interface:
Select Add Knowledge → Interface, choose the interface, give it a name and a detailed description.

💡 Tip:
Write a clear, specific description, it tells the Assistant when and how to use this data source.

Toggle or update the desired behaviors and save your changes.

Choose where your Assistant will appear.
To add a portal channel, click Add Channel.
To remove one, click the menu and select Remove Channel.
To open the channel, select Open channel.

To add your Assistant to Slack, click Add to Slack and connect your workspace.

Your AI Assistant is now ready to answer employee questions and create requests efficiently.
Don’t wait, start using this powerful tool to improve employee experience and boost your company’s productivity!

📌 Important: As it's in Beta, the AI Assistant cannot yet fill attachment fields or form connections when creating cards.

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