Your Catalogue - Best Practice Set Up

Catalogue Structure

How Your Catalogue Is Accessed

Bots - Folders and their included files are included in bots.  Bots are usually created based on topics, for example Marketing or HR or Communication, so ensuring folders are logically placed under the relevant parent folder makes it easier to build bots which will search ONLY relevant data.

Users & Groups - Are assigned to bots and therefore folders, so setting up your catalogue which logically allows users to search the topics relevant to them is important. For example, having folders about 'Marketing' stored under a parent folder called 'Legal' will make it harder to create logical bots and muddy the search results in Chat.

Top Tip... Less Files is Better - Adding too many files to a folder reduces the quality of results when querying the folder. Add only very specific files to each folder. Remember, when you query you can search multiple folders or just single folders.

How To Set Up Your Catalogue and Add Files

In most businesses, your files will be stored in a logical way so you can find information easily. In BizGPT the same principle applies, however as you are NOT SEARCHING but QUERYING, it's important to separate your files into micro categories for better results.

Step 1: Make a list of your Folders, Sub-Folders and Sub-Sub-Folders so you can see it all easily and make sure you cover all your main topics before you add them into BizGPT.

Step 2: It's a good idea to develop a file naming convention that you use across your BizGPT files to make it easy to identify them.  Remember that when you search BizGPT shows you the top files it referenced so practical names are best. 

Important - You cannot rename files once they are uploaded in BizGPT. You can delete and re-upload files.

Step 3: Add All Your Folders
Add your folders for all the levels. You can rename folders later if needed.

Step 4: Upload your files into the relevant folders by dragging them into the folder or selecting them from your local drive, making to sure to rename them beforehand if needed. (See step 2)

Step 5: Once added, select the Upload button to add the file to your Catalogue, triggering the AI file training process.

Step 6: Once trained the status will change to TRAINED.  Your files are ready for use.  The bigger the file(s) the longer it will take to train them.

Example

In this example we have created 4 folder levels under our main topic of 'Health and Medical' so we can search very specific data.  We have limited the folder to only the 3 files that are relevant to the topic so when we query the folder we get very accurate results