Best Practices

Knowledge Base Preparation

Structure Your Documents: Use clear headings, bullet points, and logical organization in your knowledge base files for better AI understanding and more accurate responses.
Keep Content Current: Regularly update your knowledge base documents to ensure the AI Assistant provides accurate, up-to-date information to users.
Use Simple Language: Avoid technical jargon and complex terminology when possible. Write in clear, conversational language that your target audience can easily understand.
Include Specific Examples: Add real-world scenarios, examples, and use cases in your documents to help the AI provide more contextual and helpful responses.

Define Clear Personality: Establish a consistent tone and personality for your AI Assistant that aligns with your brand voice and customer service standards.
Set Boundaries: Clearly define what topics the assistant should and shouldn't handle, and provide appropriate fallback responses for out-of-scope queries.
Include Escalation Paths: Train your assistant to recognize when to transfer conversations to human agents and provide clear instructions for the handoff process.

Choose Appropriate Models: Select GPT-4o Mini for basic queries and quick responses, GPT-3.5 Turbo for general use, and GPT-4 only for complex reasoning tasks.
Optimize Token Usage: Set reasonable response length limits (150-300 tokens) to control costs while maintaining response quality.
Monitor Usage Regularly: Check your OpenAI Dashboard weekly to track API usage, costs, and identify optimization opportunities.
Set Spending Limits: Configure monthly spending limits and usage alerts in your OpenAI account to prevent unexpected charges.

Strategic Bot Placement: Integrate the AI Assistant in high-impact conversation flows where automated responses can provide the most value to users.
Trigger Optimization: Use specific, relevant keywords as triggers rather than generic terms to ensure the AI Assistant activates at appropriate moments.
Test Thoroughly: Regularly test your AI Assistant with various query types to ensure it's providing accurate, helpful responses across different scenarios.

Track Key Metrics: Monitor response accuracy, user satisfaction, completion rates, and escalation rates to identify areas for improvement.
Review Chat Logs: Weekly review of conversation logs helps identify common questions, response quality issues, and opportunities for knowledge base expansion.
Continuous Improvement: Use performance data and user feedback to regularly refine system instructions, update knowledge base content, and optimize integration points.

Sanitize Documents: Remove sensitive information, personal data, and confidential content from knowledge base documents before uploading.
API Key Security: Store your OpenAI API key securely, never share it publicly, and rotate it regularly for enhanced security.
Monitor Access: Regularly review who has access to AI Assistant configuration and management to maintain security standards.