Creating and editing experts

An expert is one assistant that answers from the documents you give it.

The experts list

Open Experts in the sidebar to see All experts. The bar at the top shows how many experts you have against what your plan allows. Below it you can filter by All, Active or Inactive, and search. The search box matches the expert's name, its model and its creator, and the list shows 20 experts per page.

Each row shows the expert's name, the model it uses, how many documents it has, whether it is active, who created it and when. If the person who created an expert has since been removed, the creator shows as Unknown. Small labels under the name show which answering switches are on, such as Sources or Web search. A document count of None in amber means the expert has no documents attached.

The buttons at the end of a row are Deactivate (or Activate), Edit and Delete. Tick the boxes at the start of several rows and a bar appears with the number selected. Delete selected removes them all, and Clear unticks them. The arrow at the start of a row opens that expert's answering switches, so you can change them without leaving the list.

Managing documents from the list

Click anywhere on an expert's row, apart from its buttons and tick box, to open the Manage Documents window for that expert. The name of the expert is shown under the title. The left pane, Attached, lists what the expert reads, with a count. The right pane lists the rest of your library. Click a document in the library to attach it (it shows Add when you hover), or click an attached document to take it off (it shows Remove). Changes apply straight away.

Above the library there is a folder drop down, a file type drop down, the Today, Week, Month, Year and All buttons, and a search box that matches file names. The AI Model button at the top of the window opens the same model checklist as the Model column. Select Done when you have finished.

Creating an expert

Select Create Expert. A short form walks you through seven steps. The first three are needed, the next three can be skipped, and the last one is a review.

1. Name. Give it a name your team would say out loud, for example HR Assistant. The description is optional and can be up to 40 words.
2. Documents. Pick at least one document from your knowledge base, or drop new files into the box. Files you add here join your knowledge base, so every expert can use them later. Documents that are still being read cannot be picked until they are ready.
3. Answering. Choose the model or models, and set the answering switches. Sensible defaults are already chosen. See AI models for what the model choice means.
4. Persona (optional). A name, a role, a tone and extra instructions for this expert.
5. Instructions (optional). Reusable rules you have already written. This step is described on the Instructions page.
6. Starter questions (optional). Questions shown as buttons before anyone has typed anything.
7. Review. A summary of what will be created. Select any line to go back and change it, then select Create expert.

Use Continue to move on, Skip on an optional step, and Back to return. If you need to stop halfway, select Save as draft. The draft is kept in your browser and offered again the next time you open Create Expert.

If you would rather not start from a blank form, pick a ready made starting point from Templates.

Changing an expert

Select Edit on a row, or open Configure from the Experts group in the sidebar. The page is called Configure. On the left, the first box lists your experts so you can switch between them, and the second box, Sections, lists what you can change for the expert you are on.

The Save changes button at the top applies to General, Persona, Shared instructions, Actions and Start screen. It stays in view as you scroll, and a note reading Unsaved changes appears next to it when you have edited something. Documents, Settings and History save the moment you use them, so they do not need the button.

Overview

A read only summary of the expert: name, description, persona, documents, shared instructions, who looks after it, starter questions, status, answering switches and when it was last changed. Most lines have an Edit link that jumps to the right section. Shared instructions has none on Business, where the row just says it is on the Professional plan. Last changed has none until a change has been recorded. Once there is one, its link takes you to History.

General

• Expert name. Required.
• Description. Optional, up to 40 words. A counter under the box turns red when you go over, and the save is refused until you shorten it.

Persona

The persona says who this expert is. Leave it blank and you get a plain, capable assistant, which is a perfectly good choice.

• Name and Role, for example Emma and HR Advisor.
• Tone: Default, Warm, Formal, Concise or Playful.
• Additional instructions. Optional, up to 200 words. Shorter instructions are followed more reliably.

Aimy already gives every expert its own built in guidance on how to answer from documents, and you cannot edit that part. What you write in the persona, and in any shared instructions, is added on top of it for this expert. Your text shapes the voice and the rules for this expert. It sits on top of the built in guidance and does not replace it.

Documents

The documents this expert may read. The left pane lists your knowledge base, and you can search it or narrow it by folder. The right pane, This expert reads, lists what is attached. Select a document in either pane to move it across. Changes apply straight away.

The expert answers from these documents, and says it does not know when they do not cover the question. Use Add more to go to the Knowledge Base and upload new files. To limit who can read a particular document, see Restricting documents.

Shared instructions and Actions

These two sections let you tick reusable instructions and actions for this expert. You can tick up to five of each. Both need the Professional plan. On Business the sections explain that and show nothing to tick.

Start screen

What someone sees before they have asked anything.

• Looked after by and Contact email. Shown so people know who to tell when an answer looks wrong. Leave them blank to show nothing.
• Starter questions. Up to four, each up to 120 characters. They appear as buttons. Real questions this expert can answer teach people what it is for. If you leave them all blank, general suggestions are shown instead.

Settings

Everything here saves the moment you change it.

Models. Tick the models this expert may answer with. If you tick one, every answer uses it. If you tick several, the person asking chooses between them in the chat. At least one must stay ticked. Select all ticks every model from one provider. A model that has been paused for maintenance stays ticked and is marked Paused, and chats use a stand in until it is back.

A switch that is not available to you is shown dimmed, and its tooltip says why.

Availability. Deactivate makes the expert unavailable to everyone. Its documents and settings are kept, and Activate brings it back. An inactive expert still appears in the list on the left of the Configure page, so you can find it again.

Delete this expert. Removes the expert, its settings and its conversations. Your documents stay in the knowledge base. This cannot be undone, so you are asked to confirm.

History

Aimy keeps earlier versions of the persona. Each entry shows what changed, when, and who saved it. Select Restore on an older version to bring it back. Restoring is itself recorded, so you can always return to the version you had before.

Who can use an expert

Which people can chat with which experts is set per person on the Members page, under Expert Access. See Members. Creating, changing and deleting experts needs the Create & manage experts permission, which comes from a person's account type. See Account types. How many experts you can have depends on your plan, as shown in the bar at the top of the list.