Metadata

One of the first steps in setting up your organization in advaise.app is to create your metadata. This information is used throughout advaise.app.

Navigate to the metadata by opening the organizations module then going to the metadata tab.

Knowledge base documents

advaise.app can use your documents to answer questions and generate content. While the system is capable of processing csv, pdf and pptx files, you will achieve the highest performance with unformatted documents in docx or txt format.

When you upload documents to your knowledge base, it becomes a valuable repository for your organization. We suggest at least 30 high quality documents be added to the knowledge base to facilitate AI generated content and answers. These documents can consist of existing service catalogues, proposals, engagement contracts, published articles and thought leadership content created by your organization.

advaise.app can generate content in the various modules specific to your organization.

You can search for answers based on documents uploaded to your organizations knowledge base.

The documents loaded to your organization's knowledge base are only used within your organization. advaise.app does not allow other organizations or users outside of your organization to access your knowledge base, generate content or search for help based on documents in your knowledge base.

Searching on your knowledge base

Open the slide out menu by clicking on the icon in the top right-hand corner.

1. Go to the ask me a question tab on the slideout menu
2. Click on the question icon
3. Change the selection to query documents.

You can now ask questions and the AI generated answers will be based on the documents loaded to the knowledge base for your organization.

Competencies

Competency is an important factor to consider when creating a role in advaise.app. Each role should have a specific set of competencies that team members need to possess in order to be successful. These competencies might include technical skills, such as proficiency in specific software programs, or soft skills, such as communication and collaboration. advaise.app comes pre-populated with 100 competencies that are common to various professional services organizations.

Add any competencies specific to your industry, organization and roles. You can use the describe button to have an AI generated description for a competency based on documents uploaded to your knowledge base.

If you receive an error message that advaise.app cannot generate content, there is not enough information in the knowledge base for the generative AI to draw from. Try rewording the competency name (eg: from Risk Management to Manage Risks), alternatively load more documents into the knowledge base with relevant information or manually enter the description for the competency.

Competencies are used in:

1. Roles: A role requires multiple competencies and has a required skill level for each competency.
2. Staff: A staff member is assigned to a role. Their skill level is assessed against the required skill level for that role. This ensures that your team members have the necessary skills to perform their job effectively. This information is also used for managing staff development.
3. Openings: An opening is created for a role. A candidate applies for an opening, and their skill level is assessed against the required skill level for competencies assigned to that role.
4. Intelligent resource finder: Search for the right person for a proposal or engagement, based on required competencies for the role and the skill level of staff.

Locations

For organizations with staff in multiple locations, the locations feature provides a valuable tool for efficient resource management.

Here's how to utilise this feature:

1. Defining Locations

You can define a location based on various criteria such as office location, city, state, or country. These locations can reflect the geographical distribution of your staff and resources.

2. Assigning Locations to Staff

Staff members can have specific locations assigned to them. This information is then incorporated into the staff directory, providing a quick reference to the locations of your team members.

3. Resource Allocation

The locations feature also plays a crucial role in resource allocation. When using the intelligent resource finder to allocate staff to proposals or engagements, you can consider the staff's assigned location as an attribute.

Once the metadata tab in the organizations module is populated, you are ready to use the generative AI features, and utilize competencies and locations for roles, staff, openings and in the intelligent resource finder.