Configuring QPilot for your organization

In this article, we will guide you through the essential steps to set up and optimize QPilot for your organization. We will cover how to connect QPilot as a Content Source, configure AI custom instructions, and set up Smart Skills. By following these instructions, you will ensure that your team can fully leverage QPilot's powerful AI capabilities to streamline and enhance your proposal processes.  

1. Connecting your QPilot Content Source

2. AI Custom Instructions

   1. Content Source Instructions

   2. Hub-level Instructions

3. QPilot Content Source Refresh

4. Good to know: Limitations and Best Practices

5. Smart Skills UI (designers included)

6. Creating a Smart Skill

Connecting your QPilot Content Source

Connecting a QPilot Content Source is straightforward and follows a process similar to connecting any other Content Source. If you need a refresher on the basics, click here.

When you're ready to add your QPilot Content Source, start by selecting “SharePoint Document Library” or "SharePoint List" from the list of options. We will use "SharePoint Document Library" for this example:

This will take you to the Create Page. Here, you should select “Show Advanced Options” (1) to reveal additional settings. Among these settings, you will find the “AI: Enable Content Source” (2) option:

Once you check the “AI: Enable Content Source” option, an “AI custom instructions” box will appear. This box allows you to define how you’d like the AI List or Library to behave, essentially serving as your ‘Master Prompt’ for this list or library:

If you’d like some further background as to how these Content Libraries should be set up, click here. We also recommend reading up further below about best practices and limitations when setting up QPilot. 

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AI Custom Instructions

Content Source Instructions

The AI custom instructions box is a powerful tool that allows you to define how you’d like the QPilot List or Library to behave. In essence, this will serve as your ‘Master Prompt’ for this library. By carefully crafting the instructions in this box, you can guide QPilot to generate content that aligns perfectly with your firm’s specific needs and standards, ensuring consistent and high-quality output for all your proposals and documents.

A Content Source instruction should be tailored specifically to the content that particular Content Source connects to QorusDocs.

For instance, if the content within this source is region-specific, you can include detailed instructions regarding the region, jargon, and language that QPilot must adhere to. This ensures that QPilot generates content that is not only accurate but also contextually appropriate for the target region. Here’s an example: if your Content Source includes materials for the Asia-Pacific region, your instruction might specify that QPilot should use regional terminology and language nuances relevant to that area.

Hub-level Instructions

You will also find an AI Custom Instructions section within your Hub Management (1) Settings (2). The same principles apply here; however, the instructions set at this level will be applied across all AI-generated content while using QorusDocs’ QPilot. For example, if your organization maintains a warm yet professional tone, you would specify this in your prompt at the Hub level. This ensures that all content generated by QPilot adheres to your desired tone and style consistently:

Having two sets of instructions for QPilot could occasionally lead to contradictions. For example, if your Hub-level instruction specifies a formal tone, but your Content Source instruction specifies a casual tone, this could create confusion for QPilot. To mitigate such clashes, QPilot follows a hierarchy that prioritizes the Hub instruction. This means that the overall tone and style set at the Hub level will take precedence, ensuring consistency across all AI-generated content.

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QPilot Content Source Refresh

QPilot Content Sources are designed to refresh twice a day. This means that if you add new content to your Content Source and cannot find it immediately, the refresh process may not have run yet. Please allow up to 12 hours for the new content to be indexed and become searchable within QPilot. The last refresh time of the Content Source is visible, and there is an option to manually refresh the Content Source for AI to ensure the latest content is available. This periodic refresh ensures that your AI library stays up-to-date with the latest additions, providing you with accurate and relevant information for your proposals.

To view the last refresh time for your Content Source in QorusDocs, follow these steps:

1. Navigate to QorusDocs and go to the Manage section.
2. Select Content Sources.
3. Locate and select the gear icon next to the Content Source you are interested in.
4. Hover over the last option, "Refresh for AI".

This will display the last refresh time for that Content Source, allowing you to ensure it is up-to-date.

And finally, if you wish to manually refresh your AI, just click on this option and it will manually update there and then.

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Good to know: Limitations and Best Practices

As you're configuring content sources with QPilot, please be aware that only the first 15,000 files will be indexed. Indexing is a process that happens under the hood and essentially extracts textual data for use with the QorusDocs' QPilot AI feature set.

This limitation is worth noting as it impacts the list of files that QPilot can reference:  

• In the QPilot chat window
• In AI Text Smart Fields when designing smart templates
• When configuring Smart Skills
• In returning results when using Smart Search

For the best and most accurate results, we recommend organizing your content into distinct groups and connecting each group as a separate Content Source.

For example, if your organization approaches RFPs differently for each sector and you would like to use your past RFPs as a source of information with QPilot, consider first organizing your past RFPs by sector in SharePoint Online, and then connecting each library or folder to QorusDocs as separate sector-specific Content Sources for use with QPilot.

Another example would be if your organization has a large number of bios or CVs. Consider splitting up CV content by department first in SharePoint Online and then connecting each department's CV library or folder to QPilot as distinct Content Sources. 

You should continue to apply content management best practices - even with QPilot. This means ensuring that your libraries are well organized and contain only high-quality, relevant, and up-to-date content. If your content is out of date, the responses you get from QPilot will be out of date also. To learn more about best practices and why subject-matter focused libraries work best, click here. 

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Smart Skills UI (designers included)

Smart Skills are predefined prompts that can be used across your entire organization, streamlining repetitive tasks and ensuring consistency in how your team interacts with AI. This guide will walk you through the creation and implementation of Smart Skills, helping you maximize efficiency and effectiveness in your proposal processes.

Users belonging to either the Designer or Admin user role have the ability to create Smart Skills.

To access the Smart Skills feature and view, edit, or create your Smart Skills, log into QorusDocs on the web. Then, navigate to the "Manage" section and select "Smart Skills".

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Creating a Smart Skill

When creating a Smart Skill, you will need to define several key components:

1. Name: This is the name of the skill that users will select. Choose a clear and descriptive name that reflects the function of the skill.
2. Description: Provide a brief description of the skill that will appear to users. This should explain what the skill does and when to use it.
3. Prompt: This is the core of the Smart Skill. Define the prompt and instructions that the Smart Skill will run when used. Ensure the prompt is specific and detailed to achieve the desired outcome.
4. Product Area: Specify the product area where this Smart Skill will be offered. This helps users find and use the skill in the appropriate context within QPilot.
5. Sources: Identify the Content Source(s) this skill will have knowledge of. Limiting the skill to one source can yield more accurate results, but you can include multiple sources if necessary.
6. Notes: Add any admin-view notes about this Smart Skill. These notes are for internal use and can include details about the skill’s development, usage tips, or maintenance instructions.

By carefully defining these components, you can create Smart Skills that are tailored to your organization's needs, providing users with powerful tools to streamline their workflows.

Some practical examples are as follows:

If you’d like a more in-depth Smart Skill configuration article, click here.

To get a better understanding of how Smart Skills work, click here.

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