Creating and sharing the assistant

Instructions, sources, tools and guardrails are ready. What remains is to bring them together in an assistant the team can open by itself. Learnya offers two paths. A project’s assistant serves the members of that project. A console assistant serves several teams, or the whole organisation.

1. Open “Projects” and create the team’s project with “New project”. For an existing project, choose “Edit” in its menu.
2. Paste the tested instructions into the “Project knowledge” field. The agent keeps them in mind in every conversation of the project.
3. Place the reference documents in the project’s Drive.
4. Invite the future users to the project. They find the same documents and the same framework, without sharing file by file.
5. Click “Start a conversation” and run the test set again before announcing the assistant.

The administration console brings together the workspace’s assistants. Access to it depends on your role, and it is often the administrator who runs it. If that is not you, prepare the assistant’s profile and set it up with the administrator, screen by screen.

1. In the console, open “Assistants”, then click “Create an assistant”.
2. Fill in “Name”, “Instructions” and “Model”. Leave the “Visibility” on “Private” until testing is finished.
3. In the “Knowledge” tab, link the base that holds the reference documents.
4. In the “Tools” tab, keep only the tools you selected.
5. In the “Test” tab, run the test set again. Each try opens a “Studio test” conversation that also shows the “Tools called”.
6. When the threshold you set is reached, open the “Settings” tab and switch the “Visibility” to “Organization” or “Workspace”, depending on the intended audience.

Sharing an assistant is more than making it visible. Open it first to two or three colleagues and gather their feedback. Then announce it to the whole team with three examples of questions it handles well and one it does not handle. Say who keeps it up to date and where to report an error.