Using AI Assist to Create and Improve Knowledge

Guru Assist utilizes generative artificial intelligence (AI) to help subject matter experts quickly and efficiently improve and bring clarity to the knowledge they're creating.

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Access Required

Users need to be on Guru's All-In-One or Enterprise plan to utilize this feature.

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Important

While Assist can provide valuable information, it's crucial to review and verify the generated content. Use the AI-generated responses as a starting point, fact-check them, and validate their accuracy. Editing and curating the AI-generated content ensures its quality and reliability.

What can Assist do?

Improve

Improve spelling, grammar, and adjust vocabulary to meet your needs.

• Fix spelling and grammar: Correct any spelling or grammatical errors.
• Simplify vocabulary / Remove jargon: Remove jargon words and replace them with synonyms that are more universally understood. Prioritize clarity and inclusivity.
• Refine / Formalize: Make text more refined/formalized by improving grammar, sentence structure, and flow.
• Decrease words / Shorten: Condense by decreasing the number of words while maintaining the same message and tone/voice.

Summarize

Create a summary of a Card with the length and format of your choosing.

• Quick summary: Generate a quick overview of the main points of the Card (typically between 1-3 sentences).
• Detailed summary: Generate a more detailed summary in paragraph form (typically greater than 3 sentences).
• Bulleted List: Generate a bullet list summarizing Card content.
• Numbered List: Generate a numbered list summarizing Card content.

Adjust Tone

Adjust the tone/voice of the writing to match your readers' expectations/needs.

• Conversational
• Direct
• Empathetic
• Professional
• Witty

Translate

Translate text into commonly used languages.

• Chinese
• English
• French
• German
• Japanese
• Spanish
• Portuguese

Custom prompt

Write your own prompts to tell Guru Assist to create new Card content for you, or to tell Guru Assist how you'd like to edit existing Card content. Learn the best practices for Assist custom prompts.

Using Assist to create a new Guru Card

1. As a Collection owner or author, start by creating a new Guru Card in Guru's web app or in Slack.
2. In the editor toolbar, click Assist. Get started by typing a custom prompt describing the content you want Assist to generate for you. It is expected to see "No matches were found." before typing the custom prompt when the Guru Card is blank.
3. After typing a prompt in the open text field, hit return or enter on your keyboard to submit. While the content preview generates, you have the option to Cancel the command.
4. After the content preview is generated, you are presented with the options to retry and generate a new result, add the Assist-generated content to the Card, or discard the Assist-generated content altogether.
5. Click the + Add to Card button to insert the Assist generated content to the bottom of the Card.
6. Click 🔄 Retry to have Assist generate a new answer.
7. Click the X in the top right corner of the modal to discard the Assist-generated content. The draft Assist content will not be saved after discarding.
8. (Optional) To generate a new content draft by submitting a new custom prompt, click where you see the previous custom prompt and type a new custom prompt. Hit return or enter on your keyboard to submit.

Using Assist to edit an existing Guru Card

1. As a Collection owner or author, start by editing a draft Card or editing a published Card in Guru's web app.
2.  In the editor toolbar, click Assist to reveal the options for modifying all of the text in the Card.
3. Type to select the desired Summarize, Improve, Adjust Tone, or Translate action from the menu, or, type a custom prompt describing the content you want Assist to generate for you and click on your prompt to submit. While the content preview generates, you have the option to Cancel the command.
4. After the content preview is generated, you are presented with the option to replace, add, generate a new result, or discard the Assist-generated content altogether.
   1. Click the ✔️Replace text button to replace the highlighted text or entire Card content with the Assist generated content.
   2. Click the + Add below button to insert the Assist generated content to the bottom of the Card.
   3. Click 🔄 Retry to have Assist generate a new answer.
   4. Click the X in the top right corner of the modal to discard the Assist-generated content. The draft Assist content will not be saved after discarding.

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Note

Assist summarizes a maximum of 3,000 words. If you try to summarize more than 3,000 words, you will see an error message explaining the Card is too long to summarize. You will then have the option to summarize the first 3,000 words in the Card or exit the Assist mode.

Best Practices when using custom prompts with Assist

By following these best practices, you can optimize your interactions with Assist, improve the quality of your content, and create valuable knowledge documentation.

• Be clear and specific. Clearly define the information you are seeking by providing specific details, including descriptive language, and avoiding ambiguous language. Vague prompts can lead to inaccurate or irrelevant responses. 

  • For example, instead of submitting, "Improve the writing in this text," submit, "Make the writing in this text more engaging, professional, and clear by removing any confusing language and enumerating any action items." 

• Specify an author and audience. In addition to clearly defining the task, provide Assist with context around your writing persona and intended audience. Consider how a Card written by an individual contributor intended for five colleagues will have a very different style than one written by an executive and shared with an announcement to the entire company.

  • For example, instead of submitting, “Create a template for submitting travel expense reimbursement requests,” submit, “As the Head of HR writing for an audience of a 150-person technology company, create a template for submitting travel expense reimbursement requests.”

• Use natural language. Write custom prompts in a conversational and natural language style. AI assistants are designed to understand human language, so avoid overly technical jargon or complex sentence structures. Use simple, concise, and easily understandable language.

  • For example, instead of submitting, “Construct a detailed sensory description of an environment with various decibel levels of ambient sounds and corresponding visual cues, elucidating the impact on the observer's emotional state,” submit, “Describe the sights, sounds, and scents that surround you when you’re sitting in a coffee shop, and how they make you feel.”

• Structure prompts for desired output. Consider and specify the desired output format when crafting prompts. This helps Assist determine the specific structure you are expecting as the response. 

  • For example, instead of submitting, “Write a process for installing XYZ product," submit, "Provide a detailed, step-by-step walkthrough of the installation process for XYZ product." 

• Include contextual information. Providing relevant context within your custom prompt helps the AI assistant determine the specific domain or topic you are referring to. If writing about a particular product, mention its name, version, or any relevant identifiers. Assist will then generate accurate and targeted responses.

  • For example, instead of submitting, “Provide a detailed, step-by-step walkthrough of the installation process for XYZ,” submit, “XYZ is a product that was created this month. It is intended to help users onboard quickly and efficiently to the Acme platform. Its latest version can be installed through the iOS App Store. Provide a detailed, step-by-step walkthrough of the installation process.”

• Start with the defaults. In addition to custom prompts, take advantage of the default prompts provided out of the box with Assist. Use them as a starting point and modify them as needed to address your specific requirements. 

  • For example, start with the default prompt to “Remove jargon / simplify vocabulary,” then create a custom prompt to adjust the Card to your company’s brand and voice.

• Iterate and refine: Don't expect perfect responses immediately. Experiment with different variations of prompts to improve the accuracy and relevance of the AI assistant's generated content. Iteratively refine your prompts based on the responses received, adjusting them to yield better outcomes. 

Frequently Asked Questions about using Assist to create Guru Cards

Can Assist summarize files, images, and videos uploaded to or embedded in the Guru Card?
At this time, Assist will only summarize the text content of the Guru Card.

Can I select the text I want Assist to summarize? 
Yes (up to 3,000 words). Make sure you highlight the text to be modified with your cursor before clicking Assist in the Card editor navigation bar.

Why didn't my custom prompt apply to all of the Card's content?
When editing a Guru Card containing existing content, if no text is selected before the Assist button is clicked and a custom prompt is submitted, the Card content is not ingested and the custom prompt will not apply to the whole Card.

How do I save a custom prompt?
Currently, workspace admins control all Assist settings and can create and save a custom prompt for Groups to access from the Card editor's Assist menu.

Can I control which users have access to Assist?
Assist is available at the workspace level and managed by Guru admins under Settings > Assist. When Assist for Authors is enabled, the content generation and custom prompt features are accessible to any user with a Collection owner or author role. When Assist for Readers is enabled, all teammates have access to the Assist feature in the Card's toolbar.

Can Assist summarize files, images, and videos uploaded to or embedded in the Guru Card?
At this time, Assist will only summarize the text content of the Guru Card.

Why did Assist generate unique content? 
Assist generates content summaries based on the prompt you provide. This prompt may be comprised of the Card content and any appended instructions. When your prompt is a specific instruction or is comprised of words with no semantic meaning and an Assist action is selected, it is possible for Assist to generate a hallucination. This underscores the importance of verifying the accuracy of the content generated by Assist before publishing a Card.

Can I control the list of Assist actions available to Card readers?    
Yes! Custom prompts for Assist are managed by workspace admins under Manage > Workspace Preferences Assist. What Assist custom prompts has your team created? Start a conversation in the Guru Community.