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 AI 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

Navigate to AI Assistant Management

• Log in to your WhatsMark SaaS admin dashboard
• Go to AI Assistant in the left sidebar menu
• The list shows all your existing assistants along with today's usage stats: total replies, input tokens, and output tokens consumed by each assistant today
• Click "+ Create New Assistant" button to start creating your assistant

Step 2: Configure Assistant Basic Settings

Create New Personal Assistant Form

Fill out the assistant creation form with the following details:

Assistant Configuration Parameters

Field	Description	Example	Required
Assistant Name	Unique identifier for your assistant	SmartFlow AI	✅ Yes
Description	Brief explanation of assistant purpose	An intelligent virtual assistant designed to streamline workflows	✅ Yes
System Instructions	Behavior and personality guidelines	You are SmartFlow AI, a proactive and helpful assistant...	✅ Yes
Select Provider	AI provider for this assistant	OpenAI, Gemini	✅ Yes
AI Model	OpenAI model selection	GPT-4o Mini, GPT-4o, GPT-4.1	✅ Yes

AI Model Options

OpenAI Models

Model	Performance	Cost	Best For
GPT-4o Mini	Fast	Low	Basic queries, quick responses
GPT-4o	Balanced	Medium	General purpose, most use cases
GPT-5.4	Advanced	High	Complex reasoning, detailed analysis

Gemini Models (v1.1.0+)

Model	Performance	Cost	Best For
Gemini 2.5 Flash	Fast	Low	Quick responses, cost-effective tasks
Gemini 2.5 Pro	Advanced	Medium	Complex reasoning, longer context tasks

System Instructions Template

Use this template for professional assistant behavior:

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: Build the Knowledge Base v1.1.0

Once your assistant is created, open its Knowledge tab to feed it the content it should answer from. The Knowledge tab supports four source types, so you are no longer limited to uploading files — you can also pull in entire websites, individual web pages, and manually written text.

Knowledge Source Types

Source Type	What It Adds	Best For
Websites	All pages listed in a site's sitemap.xml	Ingesting an entire help center or documentation site
URLs	A single web page	A specific article, policy, or landing page
Documents	Uploaded files (PDF, DOC, DOCX, TXT, MD)	Manuals, guides, internal reports
Snippets	Short blocks of manually typed text	FAQs, quick facts, canned answers

Each source you add appears in a list showing its type, title/URL, and sync status. You can open any source to review it, re-sync it, or delete it.

Source Status

As each source is processed, its status moves through these stages:

Status	Meaning
Pending	Queued, waiting to be processed
Fetching	Content is being downloaded (URL/website sources)
Processing	Content is being indexed for AI search
Completed	Source is fully synced and ready to answer from
Failed	Something went wrong — open the source for details and re-sync

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Add a Website (Sitemap)

Use this to ingest many pages at once from a site's sitemap.xml.

1. Open the Knowledge tab → Websites sub-tab
2. Click Add
3. Paste the full Sitemap URL (for example, https://example.com/sitemap.xml)
4. Optionally set a page limit (default and maximum: 20 pages)
5. Click Save

Each page found in the sitemap is fetched and indexed as its own source. Larger sites take longer to finish — monitor the status column as pages move to Completed.

TIP

Only the sitemap.xml is read — the assistant does not crawl by following links. Make sure the site exposes a valid sitemap.

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Add a Single URL

Use this for one specific page.

1. Open the Knowledge tab → URLs sub-tab
2. Click Add
3. Paste the page URL
4. Click Save

The page is fetched, converted to clean text, and indexed for the assistant to answer from.

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Upload Documents

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

• 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

Format	Extension	Max Size	Use Case
PDF Documents	.pdf	10MB	Manuals, guides, reports
Word Documents	.doc, .docx	10MB	Policies, procedures
Text Files	.txt	10MB	FAQs, simple content
Markdown Files	.md	10MB	Technical 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"

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Add Snippets and Articles

When you don't have a file or a URL, type the content directly.

• Snippets — a short block of text. Give it a title and a body. Ideal for FAQs and quick facts.

1. Open the Knowledge tab → Snippets
2. Click Add
3. Fill in the title and body
4. Click Save

The text is indexed immediately and becomes available to the assistant once its status shows Completed.

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Content Types for Knowledge Base

Content Type	Purpose	Examples
FAQs	Common questions and answers	Product questions, troubleshooting
Product Information	Detailed descriptions	Features, specifications, pricing
Process Documentation	Step-by-step guides	Installation, setup procedures
Company Policies	Terms and procedures	Support policies, return procedures
Contact Information	Support channels	Phone numbers, email addresses

Synchronization Notice

After adding a source, the system processes it through a queue job for AI analysis and indexing. The synchronization time depends on:

• Content Length: Sources with more text take longer to process
• Source Type: Websites with many pages take longer than a single snippet
• Queue Load: Processing time may vary based on system queue

Expected Processing Time: 2-10 minutes per document or page

Please wait for the status to show Completed (or "Fully Synced" for documents) before testing your AI Assistant. You can monitor progress in the Knowledge tab.

Step 4: Monitor Assistant Status

AI Assistant Dashboard - Processing State

The dashboard shows your assistant with initial processing status:

Status Indicators

Status	Description	Action Required
Sync Status: Processing	Documents being indexed	Wait for completion
Sync Status: 100%	All documents processed	Ready for use
AI Assistant: Ready	Assistant created successfully	Can start chatting
Knowledge Base: Synced	Vector store ready	Fully operational

Assistant Integration Dashboard

Once processing is complete, the dashboard shows:

Component	Purpose	Status Indicator
Total Documents	Number of uploaded files	Shows count
Sync Progress	Document processing status	Percentage complete
Overall Status	System readiness	"Fully Synced" when ready
Assistant ID	Unique identifier	For API integration
Vector Store	Document search system	Search functionality status

Step 5: Test Your AI Assistant

AI Integration Details

Click on the assistant card to view comprehensive status information:

Chat Interface Testing

The chat interface provides several testing capabilities:

Feature	Description	Benefits
Real-time Messaging	Instant responses	Test conversation flow
Knowledge Base Sidebar	Uploaded documents display	Verify document access
Document Status	Sync indicators	Confirm processing complete
Chat History	Complete logs	Review conversation quality

Testing Scenarios

Test Type	Example Query	Expected 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

To use your AI Assistant in automated conversations:

Bot Flow Builder Integration

Component	Function	Configuration
Text Message	Simple responses	Basic text replies
Button Message	Interactive options	Quick response buttons
List Message	Menu selections	Structured choices
AI Personal Assistant	Smart responses	Connect to your assistant

Flow Configuration Parameters

Setting	Options	Description
Contact Type	Lead, Customer, Prospect	Target audience
Trigger Type	"on exact match"	Activation method
Keywords	Custom keywords	Trigger words/phrases
Assistant Selection	Your created assistants	Choose AI to use

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

Reply Duration v1.1.0

When you attach an AI Personal Assistant in either a Bot Flow or a Message Bot, you can now set a Reply Duration — the length of time the AI keeps replying to a particular chat. Once this window passes, the AI automatically stops responding to that conversation and hands the chat off to a human agent. You can also choose Always On, which lets the AI keep replying indefinitely with no automatic handoff.

How to Configure

1. Add the AI Personal Assistant node (Bot Flow) or select the Personal Assistant option (Message Bot)
2. Locate the Reply Duration field
3. Choose how long the AI should keep replying:
   • Enable Always On to let the AI reply indefinitely, or
   • Enter a number and choose a unit (minutes or hours) for a fixed window
4. Save the flow or bot

How It Works

Option	Description
Always On	The AI keeps replying to the chat indefinitely. The conversation is never auto-handed off.
Number	The amount of time the AI should keep answering this chat (when Always On is off)
Unit	The time unit for that number — minutes or hours

• The timer starts when the AI first begins replying to a contact.
• While the duration is active, the AI answers messages from that contact as normal.
• When the duration elapses, the AI stops replying to that specific chat and the conversation is handed over to a human agent so support can continue seamlessly.
• With Always On enabled, there is no timer — the AI continues to handle the chat until you intervene manually.

Per-Chat Behaviour

Reply Duration applies per conversation. When a fixed window expires, only that contact's chat is handed off — other active chats continue to be served by the AI based on their own timers (or stay active if set to Always On).

Step 7: AI Reply Controls & Working Hours v1.1.0

Beyond Reply Duration, two settings let you control when and how often the AI responds.

Out of Knowledge Base Reply Limit

This setting caps how many times the AI will reply to questions that fall outside its uploaded knowledge base before it automatically stops responding.

What Counts as "Out of Knowledge Base"

• Any question the AI cannot answer from the uploaded documents
• General conversational messages such as "Hi", "Hello", "How are you?", "Thanks", etc.

Greetings Count Toward the Limit

Generic greetings and small-talk — like "hi", "hello", or "thanks" — are counted as out-of-knowledge-base replies. Account for these when setting your limit so the AI does not stop too early in a conversation.

How to Configure

1. Go to Settings → AI Assistant Settings
2. Find the Out of Knowledge Base Reply Limit field
3. Enter the maximum number of out-of-knowledge-base replies allowed (e.g., 5)
4. Click Save Changes

Once the limit is hit for a contact, the AI stops replying for that conversation, preventing it from consuming tokens on irrelevant or off-topic exchanges indefinitely.

Setting a Good Limit

A value of 5–10 is a reasonable starting point for most use cases.

Working Hours AI Control

Inside Working Days Settings, two independent switches control when the AI is active:

Switch	Description
Enable AI during working hours	When ON, the AI responds to messages received during your configured working hours.
Enable AI outside working hours	When ON, the AI responds to messages received outside your configured working hours.

You can enable one, both, or neither switch depending on your support model.

Common Configurations

Use Case	During Working Hours	Outside Working Hours
AI handles all hours	ON	ON
AI only during business hours (human support after hours)	ON	OFF
AI only after hours (human team handles daytime)	OFF	ON
AI fully paused	OFF	OFF

Bot Flow Must Match Working Hours

If you trigger the AI through a Bot Flow, the bot flow's own working-hours schedule must align with the AI's working-hours setting. For example, if the AI is enabled only during working hours but the bot flow runs outside working hours, the AI node will not trigger. Always keep the two consistent.

Best Practices

Content Preparation

Practice	Description	Benefit
Clear Structure	Use headings and sections	Better AI understanding
Current Information	Regular content updates	Accurate responses
Simple Language	Avoid jargon	Improved comprehension
Specific Examples	Include real scenarios	Better context

Response Quality

Factor	Best Practice	Impact
Consistency	Maintain same tone	Professional image
Accuracy	Verify information	User trust
Completeness	Provide sufficient detail	User satisfaction
Relevance	Address actual question	Efficiency

Troubleshooting

Common Issues

Issue	Symptoms	Solution
Documents Not Processing	Sync status stuck	Check file formats and size
Poor Response Quality	Irrelevant answers	Update system instructions
Assistant Not Responding	No AI responses	Verify OpenAI API key
Knowledge Base Empty	No document access	Re-upload and wait for sync

Error Messages

Error	Meaning	Resolution
"Knowledge Base Pending"	Documents still processing	Wait for completion
"API Key Invalid"	OpenAI key issue	Check API key in settings
Model Not Available	Selected model unavailable	Choose different model
Upload Failed	File upload error	Check 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:

• Email Support: [email protected]
• Support Tickets: support.corbitaltech.dev
• OpenAI Configuration: Check our OpenAI Setup Guide