Auto Answer Change Management

As users work, they can suggest updates and improvements to the underlying Q&A content repository that QorusDocs Auto Answer AI uses to find answers to questions received from clients in vendor questionnaires, like RFPs and IT Security Assessments.

In this article, we’ll cover how you can review these suggestions, decide whether you’d like to take them onboard or not, and even edit them before pushing updates or new Q&A content to your repository.

Please note you’ll need to belong to the QorusDocs Admin user role to do this.

1. How to access ‘Change Management'
2. How to navigate the ‘Change Management’ screen
3. How to review and action a Q&A suggestion

• • Discard
  • Update
  • Add New
  • Add Question

4. How to train the Auto Answer AI

1. How to access ‘Change Management’

In QorusDocs Hub, click on ‘Manage’ and then on ‘Content Sources’:

Then click on the ‘gear’ icon to the right of the SharePoint Q&A Library content source you’d like to manage content for and then click on 'Change Management:'

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2. How to navigate the ‘Change Management’ screen

In the ‘Change Management’ screen, you can:

• Use the search bar to look for Q&A suggestions. You can type in a keyword here and search questions, answers, as well as for the users who contributed suggestions.
• Use the filters to filter Q&A suggestions based on the name of the document the Q&A was suggested from, and/or on the name of the contributor user who made the suggestion.

• The suggestions made by your user community are displayed in the table below. Here’s what each of the column headings mean:
  • The ‘Question in Library’ and ‘Answer in Library’ columns list the primary question currently saved in your Q&A library, along with the answer
  • The ‘Alt Questions’ column lists alternative questions that would lead to the same answer. This is used by the QorusDocs Auto Answer AI to associate similar questions with one another.
  • The ‘Question in Document’ and ‘Answer in Document’ columns list the question and answer found in the document from which the suggestion was made.

Users are free to make a wide range of suggestions, from updating the text in an existing answer to proposing a better matching answer to an existing question than the one QorusDocs auto selected as the best match.

The nature of the suggestion will determine the options available when you review and action that suggestion, which you will always find on the right-hand side of the screen.

Then, on the left, you will see a series of selection checkboxes that will allow you to select multiple Q&A pairs at a time and action them in bulk.

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3. How to review and action a Q&A suggestion

Here’s an explanation of what happens to the Q&A suggestion when you choose each of these options:

• Discard
• Update
• Add New
• Add Question

Discard

Clicking on the discard button permanently deletes the suggestion, and is available for all suggestion types:

Update

Use this option when you want to update an existing Q&A record. The ‘Update’ option is available when users manually edit an answer after it has been inserted into a questionnaire. 

Clicking on ‘Update’ will bring up a new window on your screen, where you can get a more complete view of the question and the answer as they currently exist in the underlying Q&A content repository, along with the question that was in the document where Auto Answer was used.

You can then review and optionally edit the answer in the text box provided:

When you’re ready, click on ‘Send to Library’ to push the update through to the underlying Q&A content repository in SharePoint Online.

Alternatively, you can click on ‘Save draft’ to save any edits you’ve made and then come back later to finish it up before sending it to the library:

If you decide that you don’t actually want to go through with the update after all, you can close the window and then click on ‘Discard’ once the modal window is closed.

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Add New

Use this option when you want to add a completely new Q&A pair to your Q&A content library.

Clicking ‘Add New’ will bring up a new window on your screen:

You can then review and optionally edit the question and/or the answer in the text boxes provided:

If you’re ready to approve it and add it to your Q&A content, click ‘Send to Library’:

Alternatively, you can click on ‘Save draft’ to save your edits to the question and/or answer and return later to complete it and send it to the library:

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Add Question

Use this option when you’d like to associate a new question to an existing Q&A pair in your content.

For example, the questions ‘Briefly describe the product or service you offer’ and ‘Provide an overview of the solution you’re proposing’, are similar in meaning, even though they are phrased quite differently. By associating these two questions with one another, Auto Answer AI can learn to cater for these different ways of phrasing similar questions that lead to the same answer.

Clicking on “Add Question” will bring up a new window on your screen:  

Here you can review and/or edit the question before adding it to the library:

If you’re ready to approve it and add it to your Q&A content, click ‘Send to Library’:

Alternatively, you can click on ‘Save draft’ to save your edits to the question and/or answer and return later to complete it and send it to the library:

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4. How to train the Auto Answer AI

The cognitive services that power QorusDocs’ Auto Answer AI need to be trained from time to time to take on board your latest updates and your new content.

QorusDocs doesn’t do this automatically as you work, because it can take several minutes, and we don’t want to slow you down. Instead, you can decide when is a good time to do this, for example, as you finish reviewing a batch of Q&A content.

To do this, click on ‘Retrain Answer AI’: