This document is a guide to help clients use the platform effectively. It includes instructions on setting up a clear knowledge base, correctly uploading documents, and following survey rules to improve data quality and completion rates.
1. Knowledge Base
A well-organized and complete knowledge base helps finish surveys faster and increases the accuracy in the answers. Use the following steps to create and maintain an effective knowledge base.
1a. Tags
Purpose: Tags create an organized system for categorizing and managing files, ensuring accessibility and ease of locating specific data. By assigning relevant tags, large volumes of information can be streamlined for efficient retrieval and better organization.
Common mistake: Uploaded files do not have tags associated with them, making it unclear which questionnaire they belong to. This can lead to incorrect files being used when launching a questionnaire.
Best Practices:
Add tags to each uploaded file to quickly filter and organize your documents.
Tags are for organisational purposes only and don't affect survey responses.
Step 1: When uploading a document in the knowledge base, tags can be managed by clicking on "Add Tag" to create a new one or selecting an existing tag.
Step 2: Enter the preferred tag name, and it will be added to the list of available tags.
Step 3: Easily filter documents by clicking on "Filter by Tags" and selecting the desired tags. The platform will display only the documents that match the selected tags.
Step 4: Apply filters when launching the Questionnaire When launching the questionnaire, it is possible to use filters by pressing “Select by Filter” to choose the preferred documents, ensuring a more refined and strategic knowledge base selection process.
The platform will then guide you to a step where you can select only from the documents with the chosen tag.
1b. Selecting Tags:
Common Mistake: After filtering files using tags, be sure to remove the filter once you have selected the files. Leaving the filter active could unintentionally include incorrect files when launching a survey.
Best Practices: When selecting data sources for launching a questionnaire, make sure to carefully review the chosen files before proceeding. As shown in the image below leaving the "Task 2 - Questionnaire" tag active results in only 24 documents being selected instead of all the intended files.
🚨 However, even after changing the filter, the 24 documents remain selected. Therefore, always double-check the tags and documents before launching a survey.
1c. Entity Tags
Purpose: **Entity tags are labels used to categorize documents and align AI responses with specific stakeholders (e.g., parent company, portfolio company, supplier, etc.) or contexts. By assigning an entity to each uploaded document, the AI can analyze the content and suggest the most relevant entity (edit this ), ensuring tailored and precise insights.
Step 1: To Assign an entity to each uploaded document, use the “Set Entity” button.
Step 2: Enter a new entity name or assign the document to one of the existing entity types, for instance "Plant/Factory", to enhance accuracy for site-specific questions.
The tags can be used also when uploading new documents to the knowledge base, once selecting the document that wanted to upload, you can assign an entity tag directly to it as shown below:
Step 3: Click on “Select an entity”
Step 4: Then, select one of the existing options or create a new entity by clicking “Add a new entity”
Step 5: You can remove an entity tag at any time by clicking the "X" on the right. Once you've made your selection and uploaded all the documents, click "Upload" to submit.
Step 6: Finally, as the documents are uploading, you will see the selected entity tag.
1d. Excel File Upload
Common Mistake: Uploading large Excel files with numerous sheets and thousands of rows can make it challenging to process and analyze the data effectively. If you have Excel sheets with thousands of rows, such as an Excel file containing multiple sheets, each with 1,000 rows, it can lead to the AI overlooking important information due to the large volume of data.
Best Practice: To improve efficiency and accuracy, split large files into smaller ones by saving each sheet as a separate file before uploading.
1e. PowerPoint (PPT) Upload
Common Mistake: Direct upload of PowerPoint files is not supported. The platform only accepts formats such as PDF, DOC, DOCX, XLS, XLSX, CSV, PNG, and JPEG, as shown in the image below.
Best Practices: To upload a PPT file, first convert it to PDF format. Otherwise, the document will not upload. As shown in the image below, after clicking "Click to upload", a new window will open, allowing you to select various documents, but not the PPT file.
1f. Survey Upload in the Knowledge Base
⚠️ Caution: Avoid uploading or selecting the survey document itself as part of the knowledge base. This can cause the AI to overly focus on the survey text, potentially reducing its accuracy when processing other documents.
It may also result in the question being mistakenly repeated in the answer column, as shown in the image below:
1g. Website Knowledge Base
If the required information is available on a website that you want to include in your knowledge base, you can utilize the website option by following the steps outlined below.
Step 1: Navigate to Knowledge > Websites:
Open the platform and go to the "Knowledge" section. Select "Websites" from the menu.
Step 2: Click on "New+" and enter the URL: ****Once added, the platform will automatically copy the content from the provided URL for future use.
🚨 Simply placing a URL in a PDF or Word file does not count as adding a website, as shown below:
Websites must be added as described in Step 2.
Step 3: Click on "Extract":
Once you click on the “Extract” ****button, the AI assistant begins browsing the provided website.
Step 4: Data Extraction
The platform will display a list of URLs from the entered website, as shown in the image. These URLs are identified by the AI assistant for potential integration. Review the list carefully and toggle on the switches next to the URLs you want to include in your knowledge base, selecting only the most relevant sections.
Step 5: Add URLs to knowledge base
After selecting the URLs, click "Save URLs" to add them to the knowledge base.
Tip: If the desired website is not found in the knowledge base, you can use Ctrl+P to save the website as a PDF, and then upload it to the knowledge base.
1h. File Upload Failure
❗️Certain files may fail to upload successfully due to size, format, or other compatibility issues❗️
Best Practices:
Delete the file and attempt to re-upload it.
Compress files exceeding size limits before uploading.
Convert the file to a supported format (PDF, DOC, DOCX, XLS, XLSX, CSV) to ensure compatibility.
1i. Google Drive Integration
The Google Drive integration option is designed to seamlessly connect your Google Drive to the knowledge base, making it easier to upload and manage documents efficiently.
Step 1: To integrate Google Drive with your knowledge base, navigate to Knowledge → Integration and select the option to connect your Google Drive account.
Step 2: The platform will prompt you to connect to your Google Drive account. Once connected, you can browse and select individual files directly from your Google Drive, as shown in the image.
Tip: You can only upload individual files from Google Drive, not entire folders.
Future Update: The option to upload folders will be available soon.
2. Survey Guidelines
These guidelines enhance the quality of responses and streamline the process of completing surveys, ensuring that the desired answers are provided in the specified format with precision and clarity.
2a. AI Guidelines
Before starting a survey, you will see a configuration page where you can adjust how the AI generates answers.
As shown in the image, this step includes defining a guide with specific requirements, such as using bullet points, keeping sentences concise, and maintaining a formal tone.
Best Practices:
Name and save your guidelines so you can reuse them later.
You can set the answer style, such as short or long answers, or use bullet points.
The image above demonstrates that the answers were adjusted based on the AI guidelines that were configured, ensuring they align with the specified parameters.
Hint: For complex guidelines, such as policies or regulatory requirements, utilize our Framework feature, scheduled for release next week.
2b. Adding Complex Guidelines
Approach: Use an Excel template with:
Column 1: Questions
Column 2: Question-specific guidelines ("question_help")
Upload this template. The AI will then use these details to give more accurate answers.
An effective approach is to utilize a template, such as the one provided below, to establish detailed and precise guidelines. These guidelines can dictate, for instance, which policies should be considered and ensure they are incorporated seamlessly into the questionnaire to be uploaded.
2c. Online Surveys (White-Glove Service)
To utilize the online survey feature, navigate to Questionnaire → Web Portal, and input the survey URL in the "Web Portal Link" field.
Differences from File-Based Surveys:
In online surveys, all questions must be answered before you can submit. For PDF or Word surveys, you can submit even if some questions are unanswered.
Best Practices:
Upload policy and certification documents separately.
Make sure all needed documents are in the knowledge base before starting the survey.
Key Insight:
Online surveys often include mandatory questions that must be answered to ensure successful submission. Additionally, many surveys require specific files or certifications to be submitted multiple times during the process.
To streamline the completion of web portal surveys, upload all necessary certifications and supporting documents in advance. This approach saves time and ensures an efficient and accurate submission process.
2d. Incorporating Guidelines within Questions
⚠️ Caution: Including guidelines or policies directly within a survey question (e.g., “Does your company follow the anti-bribery standard? [https://www.antibribery.net/standard/ai]”) will not prompt the AI to adhere to these rules, as demonstrated in the image below.
Best Practices:
Don’t rely on placing guidelines directly in the question text.
Add the necessary guidelines and reference documents to the knowledge base first.
As mentioned in step 2b, you can include a summary of the guideline or regulation in the "question_help" column of your Excel template.
Future Enhancements:
A new feature called “Framework Guidelines” is under development to handle complex guidelines directly without requiring Excel sheets.
For now, best practice would be the outlined method to ensure the AI adheres to the complex requirements effectively.
Tutorial on how to efficiently adhere to each step: https://www.loom.com/share/672f461a72b04c4a9fb84387126de9ff?sid=689b62d7-1713-4c92-93c0-3dbdc8930285