Pages 2.0 | Configure the AI Assistant for Page Groups

🎯 Who this article is for: Admins, page group owners, and page group editors who want to customize an AI Assistant after enabling it. All users benefit from a well-configured assistant, but only these roles can change its settings.

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

🔒 Permissions: Configuring the assistant requires the same access as enabling it: admin, page group owner, or page group editor.

💻Devices: Configuring the assistant can only be done through desktop.

🧪 Open beta: The AI Assistant for Page Groups is currently in open beta. Features and behavior may change as we gather feedback and continue to improve the experience.

1. Overview

Every page group's AI Assistant runs on the same feature, but it doesn't have to feel that way. A few minutes spent on its name, purpose, and search reach is what turns a generic page group assistant into something that sounds like it was actually built for HR, or IT, or whichever team owns the page group. This article walks through each of those settings, so you can turn on the AI Assistant once and have every page group's version of it feel like it was made specifically for the people who use it.

🔎 This article assumes the AI Assistant is already enabled for your page group. If it is not yet enabled, see Use the AI Assistant for Page Groups first.

2. Use cases

• Give every hub its own voice: Each assistant's purpose is written for the page group it lives on, so an HR hub's assistant can focus on leave, benefits, and onboarding, while a sales hub's assistant focuses on helping reps answer common customer questions. Each one feels like part of the team that owns it, not a generic tool dropped onto the page group.
• Point new hires straight at the right questions: Picking the right conversation starters means new employees see the exact questions people in that role actually ask, such as "How many vacation days do I have?" or "How do I request IT access?" Instead of facing a blank chat box, they get a running start on day one.
• Keep answers from sensitive hubs contained: For a legal, compliance, or finance hub, every answer needs to come from one approved set of content. Turning off the assistant's ability to search beyond its own page group means it will never reach outside that content, even when it cannot find an answer.

3. Before you begin

• The AI Assistant must already be enabled for the page group you want to configure. See Use the AI Assistant for Page Groups to enable it first.
• You need admin, page group owner, or page group editor access to change these settings. If you are unsure of your role, check with your intranet admin.
• Each assistant's settings apply only to the page group it belongs to. There is no way to configure multiple page groups' assistants from one screen.

4. Key terms

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

5. How to configure the AI Assistant

Changes made anywhere in this panel apply as soon as you save them. There is no need to publish or refresh the page group for users to see the update.

Access the assistant settings

1. Navigate to the page group and open the Pages editor.
2. In the left-hand navigation, click the AI icon.
3. Click the gear icon next to the AI agents panel to open its settings.

Name

Give the assistant a name that's easy to reference on its own. Intranets often end up with several assistants across different page groups, and a name makes it simple to point someone to the right one, "just ask Buddy" instead of "the AI Assistant on the Onboarding Hub." A name that sounds like someone worth asking makes people more likely to reach for it, and to remember it's there next time they have a question.

A literal name works and tells users exactly what they are getting, for example "Ask HR" or "IT Helper." You could also consider something a little more personal:

• Ping, for an IT or helpdesk hub
• Penny, for a finance or expenses hub
• Sage, for a legal or policy hub
• Buddy, for an onboarding or new hire hub
• Echo, for a comms or announcements hub
• Hazel, for an HR hub

Naming the assistant this way does real work beyond sounding nice. A name that's easy to say and a little bit human turns the assistant into something employees remember and bring up to each other, rather than a feature they forget exists after the first try. It also gives every hub its own identity, so the finance team's assistant never feels like a copy of HR's, even though both run on the exact same feature.

Purpose

The purpose field tells the assistant who it is talking to, what it is there to help with, and how it should sound while doing it. There is no minimum or maximum length, write as much or as little as it takes to describe the job clearly. A strong purpose covers three things:

• Audience: Who is this assistant for? All employees, a specific department, new hires only?
• Task: What is it actually there to do? Describe the real job, such as helping employees find leave and benefits information, rather than a vague label like "HR assistant."
• Tone: How should it sound? Warm and reassuring for a wellness hub, precise and formal for a legal hub, upbeat and quick for a sales hub.

For example: "You are Buddy, the assistant for the Onboarding Hub. Help new hires with paperwork, first-week logistics, and who's who. Keep your tone warm and reassuring, like a friendly colleague." A vague purpose produces vague answers. A specific one makes the assistant sound like it actually belongs to that team.

A few things go beyond audience, task, and tone, but make a real difference in how the assistant behaves:

• Tell it what to do, not just what to avoid: "Sound like a helpful colleague" gives the assistant something to aim for. "Don't sound too formal" only tells it what to steer away from, and leaves it to guess what to do instead. Instructions phrased as actions are easier for the assistant to act on than instructions phrased as restrictions.
• Be specific, not generic: Vague instructions produce vague behavior, because the assistant has to guess what you actually meant and tends to fill the gap with generic, safe language. The fix is to replace abstractions with concrete names, tools, and destinations, the same way you'd brief a new hire.
  • Vague audience: "For employees."
    • Specific: "For new hires in their first two weeks."
  • Vague task: "Help with HR stuff."
    • Specific: "Help employees find leave policies, benefits enrollment deadlines, and how to submit a reimbursement."
  • Vague tone: "Don't sound too robotic."
    • Specific: "Sound like a friendly colleague who's been here five years and knows where everything is."

Conversation starters

Conversation starters are the suggested questions users see when they first open the assistant chat, described in Use the AI Assistant for Page Groups. They are the first thing a user sees before typing anything at all, so the goal is to list the exact questions people in that page group actually ask, in their own words, not a generic placeholder like "What can you help with?" Done well, a single click replaces the time it would take someone to type out their question and skips the moment of not knowing how to phrase it.

To add a conversation starter:

1. Open the assistant settings, as described in Access the assistant settings above.
2. Click Add next to the conversation starters list.
3. Type the question into the new field.
4. Click Save.

To remove a conversation starter:

1. Click the trash icon next to the starter you want to remove.
2. Click Save.

To reorder conversation starters:

1. Click and hold the drag handle (the six dots) next to a starter.
2. Drag it to its new position in the list.
3. Click Save.

🗒 Note: There is no limit to how many conversation starters you can add, and you can remove every starter from the list. If none remain, users will see a blank chat box instead of any suggested questions when they open the assistant.

💡 Tip: Revisit your conversation starters after the assistant has been live for a few weeks. If a common question is not already listed, adding it makes the assistant more useful the moment someone opens it. 

Search scope

Two toggles control what happens when the assistant cannot find an answer in its own page group's content:

• Global Agent: When enabled, the assistant searches your entire domain immediately, instead of checking its own page group first. This suits a page group meant to act as a general front door to the intranet, such as a company-wide FAQ hub or a general help desk page group, where the whole point is to answer whatever someone asks, regardless of where the content actually lives.
• Restrict search to this page group: When enabled, the assistant only ever answers from this page group's content and will never expand its search elsewhere, even if no answer is found there. This suits a page group where every answer needs to come from one tightly controlled set of approved content, such as a legal, compliance, or finance hub.

You can only turn on one of these two toggles at a time. With both left off, the assistant follows the default behavior described in Use the AI Assistant for Page Groups: it checks its own page group's content first, and only expands to Search AI, if enabled, when it cannot find an answer there.

🗒 Note: These toggles matter even before the page group has any published content. With Restrict search to this page group on an empty page group, the assistant will never find an answer. With Global Agent on, or with both toggles off (default), an empty page group's assistant can still return answers, because it can reach the wider intranet (with Search AI enabled).

Data sources

The Data sources section shows the content the assistant prioritizes when answering. Currently, it is possible to list only the page group it belongs to. 

6. Best practices

• If you're setting up more than one assistant, build the first one as a reference for the rest: Rather than starting from a blank field every time, use your first assistant's name, purpose, and tone as the template you adapt for each new hub. It's faster, and it keeps the whole set feeling like one rollout instead of several unrelated ones.
• Test your own conversation starters before publishing them: Click each one yourself and see what the assistant says. If the assistant can’t come up with an answer, try rephrasing the same question in a different way. If neither version gets a good answer, that points to a gap in the content itself, not the wording. This turns writing starters into a quick way to catch a content gap before an employee does.

7. Frequently asked questions

Does changing my page group's assistant settings affect assistants in other page groups?

No. Every assistant's settings, including its name, purpose, conversation starters, and search scope, are scoped to the page group it belongs to. Changing one has no effect on any other assistant in your intranet.

Do I need to republish the page group after changing these settings?

No. Changes made in the assistant settings panel apply as soon as you save them. There is no need to republish or refresh the page group afterward.

Can I turn off conversation starters entirely, so users only see a blank chat box?

Yes. If you remove every conversation starter, users will see a blank chat box instead of any suggested questions when they open the assistant.

Who can see and use these settings, versus who can use the assistant itself?

Only admins, page group owners, and page group editors can open and change these settings. All users with viewing or editing access to the page group can use the assistant once it is configured, but they cannot see or change its settings themselves.

If I rename the assistant, does that change what the Ask AI button says?

No. The Ask AI button always displays "Ask AI," regardless of what you name the assistant.

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