Multi-Modal Chatbot User Guide

I. Introduction and System Structure

The Chatbot is organized around a clear hierarchy designed for enterprise use, ensuring conversations and data are kept organized and segregated based on teams or projects.

The application structure follows this hierarchy:

II. Getting Started (Account Management)

All account and authentication controls are located under the Account tab in the main navigation menu.

A. Sign In / Sign Up

1. Navigate to the Account tab.
2. Enter your Email and Password in the Sign In / Sign Up card.
3. Click Sign Up to create a new user account, or Sign In if you already have one.

B. Email Verification (Crucial Step)

If you have just signed up, or if your email is not yet verified:

1. A prominent banner will appear at the top of the Account tab stating that your email is NOT Verified.
2. Check your email inbox (and spam folder) for a verification link sent from the system.
3. Alternatively, click the Verify Email button in the Account tab to resend the verification link.

C. User Profile and Sign Out

Once signed in, the Account tab will display your User Profile (Email and Verification Status).

• Click the Sign Out button to log out of the application.

III. The Chat Interface (AI Tab)

The primary interaction area is the AI tab. Before you can send a message, you must have an active Group selected and an active Session loaded.

A. Prerequisites: Group and Session Context

The breadcrumb navigation (located below the main menu) always displays your current context:

Group: [Current Group Name] > Session: [Session Label/ID]

If you see Group: None or Session: None, you must select a group or start a session (see Section IV and V).

B. Sending Messages (Text and History)

1. Enter your query or instruction into the large text area labeled user-input.
2. Click the Send button or press Shift + Enter to submit the message.
3. The chat history (memory) is automatically managed based on the current Session. History can be toggled on/off in User Settings.

C. Attaching and Re-using Files

The Chatbot supports multimodal input, allowing you to attach files (documents, images, spreadsheets) directly to your message.

1. The File Attachment Modal

Click the Attach File button to open the File Selector Modal. This modal allows you to manage files in two ways:

• Upload New Files:
  • Click Choose Files in the "Upload New Files" section to select files from your local machine.
  • Files selected here are added to the list of "Selected Files" for the next message and are uploaded to the cloud when you click Send on the main chat interface.
• Select Files to Re-use:
  • This section lists all files previously uploaded by you within the current Group or any of its Sessions.
  • Check the box next to any file you wish to include with your current message.

2. Click Attach Selected Files to close the modal and prepare the files for sending.

2. File Chips

Files selected for upload or re-use appear as "chips" in the Attached Files Display area below the input box.

• "Upload: [Filename]": A new file selected for upload.
• "Re-use: [Filename]": A file previously uploaded and now selected for re-use.
• Click the X on a chip to remove it from the current message payload.

IV. Group Management (Groups Tab)

The Groups tab is where you select your active workspace and configure its settings.

A. Selecting the Active Group

1. The section Select Active Group displays all Groups you are a member of as Group Cards.
2. Click on any Group Card to make it the active Group.
3. The selected Group will be highlighted with a border, and the main chat interface's context (breadcrumbs) will update.

B. Group Settings (Manage Group Settings)

Once a Group is active, you can view and edit its settings:

• Description: A brief explanation of the Group's purpose.
• System Instruction: Crucial for steering the AI's behavior. This instruction acts as a preamble or role definition for the chatbot when interacting within this Group.
• Preferred Languages: Select one or more language codes (e.g., EN, DA, ZH) indicating the expected language for communication and output within this Group.
• Keywords: A comma-separated list of terms relevant to the Group, potentially used by the backend for data retrieval or context priming.

Click Save Settings to persist any changes you have made.

C. Creating a New Group

In the Create a New Group section:

1. Provide a Group Name.
2. Optionally provide a Description.
3. Click Create Group. The new group will be created and added to the list of available Group Cards.

V. Session Management (Sessions Tab)

The Sessions tab lists all persistent conversations within your currently active Group.

A. Session Listing and Reactivation

1. Sessions are grouped chronologically (Month/Year) based on their last activity.
2. Each list item shows the Session's label, ID fragment, and last activity time.
3. Click anywhere on the Session's name/details to reactivate it. This switches you back to the AI tab, loads the full conversation history, and sets that session as active.

B. Managing Session Metadata (Label and Color Coding)

Each session can be assigned a custom label and color to improve organization:

1. Click the Edit (edit) button next to a session.
2. The session name will become an editable input field.
3. Label: Type a new descriptive name for the session.
4. Color: Select a color from the dots below the input field to visually categorize the session.
5. Click the Save (save) button to confirm the changes, or Cancel (cancel) to discard them.

C. Starting a New Session

1. Click the New Session button at the top of the Sessions tab.
2. This action switches the UI to the AI tab, clears the chat history display, and sets the Session context to Session: New Session.
3. The new session is created only when you send the first message or upload the first file.

D. Deleting a Session

Click the Delete (delete) button next to a session. You will be prompted to confirm the deletion. Deleting a session permanently removes its chat history.

VI. File Management (Files Tab)

The Files tab allows you to manage all files uploaded by you within the currently active Group.

A. File Scope

Files are managed based on their Scope:

• Session Scope: Files attached only to a specific conversation thread (chatId is shown).
• Group Scope: Files uploaded for general use within the Group (e.g., using the "Upload Files" button on this tab).

B. File List and Actions

The file list shows: File Name, Upload Date, Size, Source (user or bot), and Scope (session or group).

For each file, you have the following actions (typically represented by icons):

• Download: Saves the file to your local machine.
• Rename (edit): Allows you to change the human-readable file name (the underlying sanitized name remains the same for the system).
• Archive (archive): (Future functionality) This action is intended to move the file to an archive status, often making it unavailable for immediate retrieval or chat context.
• Delete (delete): Permanently removes the file from the system.

VII. Knowledge Base Search (KB Tab)

The Knowledge Base tab provides access to semantic search capabilities across your indexed data (documents and chat history).

A. Searching

1. Enter a query in the kb-search-input field (e.g., "What were the key takeaways from the Q3 report?").
2. Click Search Knowledge Base.
3. The system will use vector search to find relevant passages from your data, ranking them by relevance. Results appear in the Results list.

B. Indexing Files

You can index files directly into the Knowledge Base using the Index File to Knowledge Base button.

• Click the button to select a file from your local machine.
• The selected file will be processed and embedded for use in future semantic searches.

VIII. Customizing Your Experience (User Settings Tab)

The User Settings tab allows you to configure preferences that apply across all your Groups and Sessions.

Your preferences are saved automatically when changes are made.

IX. Colors and design: Theming

The application supports three themes, which can be selected in the User Settings tab:

1. Base Theme: The default, balanced theme.
2. Light Theme: A high-contrast theme optimized for bright environments.
3. Dark Theme: Uses dark backgrounds to reduce eye strain in low-light conditions.

Selecting a theme dynamically loads the corresponding CSS file, instantly updating the appearance of the entire application.

X. Support and Troubleshooting

We offer several channels to help you get the most out of Amidot AI, ensuring you can quickly find answers to both usage and technical questions:

Immediate Self-Service Support

• The Amidot AI Chatbot: For the fastest resolution to common usage and "how-to" questions, simply ask the chatbot itself. Using advanced tools (function calling), the AI has direct, real-time access to all features and documentation (including this guide), allowing it to provide instant, precise, and context-aware guidance on using the solution.

Human and External Support

• Technical Email Support: For personal technical assistance, bug reports, or account-specific issues requiring human intervention, please contact our dedicated support team via email at support@amidot.com.
• Google Cloud Documentation: If your query relates to the underlying Google Cloud infrastructure, resources, or general GCP concepts, consult the official documentation available at cloud.google.com.