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How to Create AI Assistant

This guide walks you through the process of creating and training your AI Assistant using uploaded knowledge base files in WhatsMark SaaS.

Introduction

After configuring OpenAI integration, you can create intelligent AI assistants that use your uploaded documents to provide contextual responses to user queries. The AI Assistant can analyze PDF, DOC, DOCX, TXT, and MD files to build a comprehensive knowledge base.


Step 1: Access AI Assistant Section

  • Log in to your WhatsMark SaaS admin dashboard
  • Go to AI Assistant in the left sidebar menu
  • Click "+ Create New Assistant" button to start creating your assistant

AI Assistant Dashboard


Step 2: Configure Assistant Basic Settings

Create New Personal Assistant Form

Fill out the assistant creation form with the following details:

Assistant Configuration Parameters

FieldDescriptionExampleRequired
Assistant NameUnique identifier for your assistantSmartFlow AI✅ Yes
DescriptionBrief explanation of assistant purposeAn intelligent virtual assistant designed to streamline workflows✅ Yes
AI ModelOpenAI model selectionGPT-4o Mini, GPT-3.5 Turbo, GPT-4✅ Yes
System InstructionsBehavior and personality guidelinesYou are SmartFlow AI, a proactive and helpful assistant...✅ Yes

AI Model Options

ModelPerformanceCostBest For
GPT-4o MiniFastLowBasic queries, quick responses
GPT-3.5 TurboBalancedMediumGeneral purpose, most use cases
GPT-4AdvancedHighComplex reasoning, detailed analysis

System Instructions Template

Use this template for professional assistant behavior:

text
You are [Assistant Name], a proactive and helpful assistant. Always provide clear,
concise, and context-aware responses. Anticipate user needs, suggest relevant
actions, and ensure user interactions are productive and pleasant.

Step 3: Upload Knowledge Base Documents

File Upload Interface

The interface provides a drag-and-drop area for uploading knowledge documents:

Document Upload Interface

Upload Files for AI Analysis

  • Drag and Drop: Drag files directly into the upload area
  • Click to Upload: Click the upload area to browse and select files
  • File Format Support: PDF, DOC, DOCX, TXT, MD up to 10MB each
  • Multiple Files: Upload multiple documents at once

Supported File Formats

FormatExtensionMax SizeUse Case
PDF Documents.pdf10MBManuals, guides, reports
Word Documents.doc, .docx10MBPolicies, procedures
Text Files.txt10MBFAQs, simple content
Markdown Files.md10MBTechnical documentation

Document Upload Process

  1. Prepare Your Documents

    • Ensure files contain relevant business information
    • Remove any sensitive or confidential data
    • Organize content logically with clear headings
  2. Upload Files

    • Click Upload Knowledge Documents
    • Select multiple files (up to 10MB each)
    • Wait for upload completion
  3. Document Processing

    • System automatically extracts text content
    • Documents are indexed for vector search
    • Processing status shows as "Sync Status"

Content Types for Knowledge Base

Content TypePurposeExamples
FAQsCommon questions and answersProduct questions, troubleshooting
Product InformationDetailed descriptionsFeatures, specifications, pricing
Process DocumentationStep-by-step guidesInstallation, setup procedures
Company PoliciesTerms and proceduresSupport policies, return procedures
Contact InformationSupport channelsPhone numbers, email addresses

Document Synchronization Notice

After uploading your documents, the system processes them through a queue job for AI analysis and indexing. The synchronization time depends on:

  • File Content: Documents with more text take longer to process
  • File Size: Larger files require additional processing time
  • Queue Load: Processing time may vary based on system queue

Expected Processing Time: 2-10 minutes per document

Please wait for the "Sync Status" to show "Fully Synced" before testing your AI Assistant. You can monitor the progress on the AI Assistant dashboard.


Step 4: Monitor Assistant Status

AI Assistant Dashboard - Processing State

AI Assistant Processing

The dashboard shows your assistant with initial processing status:

Status Indicators

StatusDescriptionAction Required
Sync Status: ProcessingDocuments being indexedWait for completion
Sync Status: 100%All documents processedReady for use
AI Assistant: ReadyAssistant created successfullyCan start chatting
Knowledge Base: SyncedVector store readyFully operational

Assistant Integration Dashboard

Once processing is complete, the dashboard shows:

AI Assistant Ready

ComponentPurposeStatus Indicator
Total DocumentsNumber of uploaded filesShows count
Sync ProgressDocument processing statusPercentage complete
Overall StatusSystem readiness"Fully Synced" when ready
Assistant IDUnique identifierFor API integration
Vector StoreDocument search systemSearch functionality status

Step 5: Test Your AI Assistant

OpenAI Integration Details

Click on the assistant card to view comprehensive status information:

Integration Details

Chat Interface Testing

The chat interface provides several testing capabilities:

FeatureDescriptionBenefits
Real-time MessagingInstant responsesTest conversation flow
Knowledge Base SidebarUploaded documents displayVerify document access
Document StatusSync indicatorsConfirm processing complete
Chat HistoryComplete logsReview conversation quality

Integration Details

Testing Scenarios

Test TypeExample QueryExpected Response
FAQ Questions"What are your business hours?"Accurate info from uploaded docs
Product Inquiries"Tell me about your premium plan"Detailed product information
Process Questions"How do I reset my password?"Step-by-step instructions
General Support"I need help with billing"Relevant guidance or handoff

Step 6: Integrate with Bot Flows

Message Bot Integration

Integration Details

To use your AI Assistant in automated conversations:

Bot Flow Builder Integration

ComponentFunctionConfiguration
Text MessageSimple responsesBasic text replies
Button MessageInteractive optionsQuick response buttons
List MessageMenu selectionsStructured choices
AI Personal AssistantSmart responsesConnect to your assistant

Flow Configuration Parameters

SettingOptionsDescription
Contact TypeLead, Customer, ProspectTarget audience
Trigger Type"on exact match"Activation method
KeywordsCustom keywordsTrigger words/phrases
Assistant SelectionYour created assistantsChoose AI to use

Message Bot Integration

Example Bot Flow Setup

  1. Start Trigger

    • Contact Type: Lead
    • Trigger: "help", "support", "question"
  2. AI Assistant Node

    • Select: SmartFlow AI
    • Configure response parameters
    • Set fallback options

Best Practices

Content Preparation

PracticeDescriptionBenefit
Clear StructureUse headings and sectionsBetter AI understanding
Current InformationRegular content updatesAccurate responses
Simple LanguageAvoid jargonImproved comprehension
Specific ExamplesInclude real scenariosBetter context

Response Quality

FactorBest PracticeImpact
ConsistencyMaintain same toneProfessional image
AccuracyVerify informationUser trust
CompletenessProvide sufficient detailUser satisfaction
RelevanceAddress actual questionEfficiency

Troubleshooting

Common Issues

IssueSymptomsSolution
Documents Not ProcessingSync status stuckCheck file formats and size
Poor Response QualityIrrelevant answersUpdate system instructions
Assistant Not RespondingNo AI responsesVerify OpenAI API key
Knowledge Base EmptyNo document accessRe-upload and wait for sync

Error Messages

ErrorMeaningResolution
"Knowledge Base Pending"Documents still processingWait for completion
"API Key Invalid"OpenAI key issueCheck API key in settings
Model Not AvailableSelected model unavailableChoose different model
Upload FailedFile upload errorCheck file size and format

Next Steps

Once your AI Assistant is created and tested:

  1. Deploy in Chat Flows - Integrate with your bot builder
  2. Monitor Performance - Track user interactions and satisfaction
  3. Continuous Improvement - Regular updates and optimizations
  4. Scale Usage - Expand to additional use cases

Need Help?

For assistance with AI Assistant creation:

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