Pages 2.0 | Use the AI Assistant for Page Groups

🎯 Who this article is for: All users can interact with the AI Assistant once it is enabled. Admins, page group owners, and page group editors can enable and configure it.

💼 Availability: The AI Assistant for Page Groups is available to Starter, Growth, and Enterprise.

🔒 Permissions: Enabling the AI Assistant requires admin, page group owner, or page group editor access. All users with viewing or editing access to the page group can use the assistant once it is enabled.

💻📱Devices: The AI Assistant for Page Groups is available on both desktop and mobile.

1. Overview

Every page group holds real answers, HR policies, IT procedures, a project's documentation, but only if someone takes the time to search for them. The AI Assistant for Page Groups turns that page group into somewhere your team can simply ask. Type a question in plain language and get a direct answer, drawn from that page group's approved content and backed by a citation. 

After every answer, the assistant may offer suggested follow-up questions, based on the question and its own response. This can happen if the first answer isn't quite right or even after a complete answer, if there's a natural next question. 

Depending on how you configure it, if it can't find an answer in the page group, it can expand its search across the rest of your intranet when Search AI is enabled, always respecting the asking user's permissions, or stay scoped to just that page group's content. You can enable a dedicated assistant for any page group in your intranet, giving every area of your organization its own reliable source of answers.

2. Use cases

• Give a specific team its own expert, tuned to exactly how that team works: Search AI behaves the same way across your entire intranet. Each AI Assistant for page groups can have its own purpose, a plain description of who it's for, what it should help with, and how it should sound, so an Onboarding Hub's assistant can be set up as a warm, reassuring colleague, while a Legal hub's assistant is tuned to sound precise and formal instead.
• Get new hires productive faster: A new hire's first few weeks are full of small, specific questions, what's the expense limit, how do I request time off, where's the onboarding checklist. Point them to the relevant page group and they can ask directly, then check the cited source themselves instead of interrupting an employee.
• Handle high-traffic moments without extra headcount: Build the page group once with everything your team needs for an open enrollment, a policy rollout, or a new system launch, then let the assistant handle the rest. People go straight to the page, ask their question, and get a cited, trusted answer instead of pinging HR or IT directly, no extra staffing required to survive the spike.

3. Before you begin

Before enabling the AI Assistant, check the following:

• You are an admin, a page group owner, or a page group editor for the page group you want to configure. If you are not sure of your role, check with your intranet admin.
• Content in the page group is not required to enable the assistant, though it's strongly recommended. You can toggle the assistant on for a page group with nothing published in it yet. But depending on your scope settings, the assistant may not be able to draw up any answers. See Configure the AI Assistant for Page Groups for more information.
• All users with viewing or editing access to the page group will be able to use the assistant once it is enabled. If you want to limit who can access specific page group content via the assistant, review page group permissions before enabling.

🗒 Note: The AI Assistant only surfaces answers based on content the user already has permission to view. This applies both to the page group content and to any results retrieved through the Search AI fallback.

4. How to enable the AI Assistant

1. Navigate to the page group where you want to enable the assistant.
2. Open the Pages editor at the top-right corner.
3. In the left-hand navigation, click the AI icon (star symbol).
4. In the AI agents panel, toggle on Enable for page group. A confirmation message will appear once the assistant is active.

Once enabled, an Ask AI button appears at the bottom-right of every page in the page group. 

🗒 Note: While you are inside the pages editor, the Ask AI button is visible but greyed out and cannot be clicked. Exit the editor to use it.

💡 Tip: Enable the assistant on page groups that already have well-organized, up-to-date content. The quality of the answers will reflect the quality of the content it draws from.

5. How to configure the AI Assistant

Once the assistant is enabled, you can shape how it behaves, what it says, and how far it searches: its name, its purpose, the conversation starters users see, and whether it stays within its own page group or reaches across your whole intranet. This means an HR hub's assistant, a legal hub's assistant, and an IT hub's assistant can each be tuned to fit the team that owns them, without any of that configuration affecting the others.

🔎 Further reading: For step-by-step instructions on accessing and updating these settings, see Configure the AI Assistant for Page Groups.

🔎 Curious how it's being used? See View Analytics for the AI Assistant for Page Groups for a look at usage and satisfaction data.

6. How to use the AI Assistant

Start a conversation

When you click Ask AI at the bottom-right of a page, the assistant opens on the right side of the screen. You will see a list of conversation starters if added via the assistant’s settings. You can select one of these to ask it immediately, or type your own question in the chat box and click Send.

Every answer includes a citation back to the source it was drawn from, so you can open it directly and check it for yourself.

The assistant assesses the context of your question and its own answer each time to decide whether a follow-up question would help, and suggests one if so. 

When no answer is found

What happens next depends on how the assistant's search scope is configured.

By default, with neither search scope toggle turned on, the assistant checks the page group's own content first. If Search AI is enabled on your intranet, it will then automatically expand the search across your intranet and connected tools (Federated Search Connectors). If Search AI is not enabled, the assistant will let you know no answer was found.

• If Restrict search to this page group is turned on, the assistant will only ever answer from that page group's content. It will never expand its search elsewhere, even if Search AI is enabled and even if no answer is found there.
• If Global Agent is turned on, the assistant searches your entire domain immediately, rather than checking its own page group's content first.
• When Search AI is enabled and still finds nothing, the question is automatically flagged as a content gap (available with the Knowledge Engine add-on).

🔎 To learn more about how content gaps are identified and managed, see Knowledge Engine: An Introduction.

🔎 To learn more about the search scope toggles, see Configure the AI Assistant for Page Groups.

Example questions and answers

Here are some examples of the kinds of questions users can ask and the types of answers the assistant provides:

Q: "How many days of annual leave am I entitled to?"

A: "Full-time employees are entitled to 21 days of annual leave per year, plus public holidays. Your entitlement is prorated if you joined part-way through the year. You can find the full leave policy and booking instructions on the Leave and Holiday Policies page."

Q: "What do I need to complete before my first day?"

A: "Before your first day, you need to sign your contract, complete the onboarding form, and review the employee handbook. The full checklist and all linked documents are on the Onboarding page."

Q: "How do I request access to a new tool or system?"

A: "Software access requests are submitted through the IT request form on the Software Access and Provisioning page. Include the tool name and your business reason, and the IT team will process your request within two business days."

Q: "How do I install approved software on my work device?"

A: "Approved software can be installed through the IT self-service portal on the Software and Tools page. Search for the tool you need, click 'Install,' and follow the instructions. If the software you need is not listed, submit a request through the software access form."

Attach files to a conversation

Before starting a chat, you can attach a file to give the assistant additional context for your question. You can attach a file from:

• Google Drive
• SharePoint
• OneDrive
• Box
• Your computer

This is useful when you want the assistant to help you with something specific to your situation. For example, you could attach a draft document and ask the assistant whether it aligns with the guidelines published in the page group, or upload a form and ask the assistant to explain how to complete it based on the relevant policy outlined in the page group.

🗒 Note: File attachment is currently being tested. More details on functionality will be available in the future.

7. Chat history and what the assistant remembers

• The AI Assistant keeps track of your conversation until you clear it. This means you can ask follow-up questions and the assistant will use the context of your earlier messages to inform its answers.
• Closing the tab, navigating away, refreshing the page, or coming back to the page later does not clear your conversation. It stays exactly as you left it until you manually reset the discussion.
• There is no saved chat history. Happeo does not store your conversations and does not have access to them.
• When you are ready to start a fresh conversation, click the Reset discussion button at the top of the chat.

⚠️ Important: Resetting a discussion permanently clears the conversation. It cannot be retrieved once removed.

You can also expand the assistant to full screen by clicking the Expand to full screen button at the top of the chat. To close the assistant at any time, click the X button at the top-right of the chat.

8. Key terms

A few words get used close together when talking about assistant activity. Here's what each one means:

9. The Ask Widget

In addition to the Ask AI button, you can add the Ask Widget directly to any page in the page group. The widget acts as a visible entry point for the assistant. It displays predicted questions the assistant expects users to ask about that specific page group, which users can click to ask instantly, along with a chat bar for typing their own question. This means users can find answers right from the page, as soon as they need them.

🔎 Further reading: For step-by-step instructions on adding and configuring the Ask widget, see Ask Widget.

10. AI Assistant for Page Groups vs. Search AI

Happeo includes two AI-powered ways to access information in your intranet. They are designed for different situations, and both are worth using.