Managing Workspace Preferences

Workspace Admins have the ability to manage the availability of certain Guru features for the rest of the team, ensuring that tools and settings align with the team’s specific needs and workflows. This centralized control helps maintain consistency and optimize the team’s use of Guru’s capabilities.

Feature Controls

1. Navigate to Manage > Workspace Preferences
2. Under Feature Controls you'll see the following options:
   1. Analytics Access - Allow all users to see analytics based on their permissions. Turning this off will limit visibility to admins only
   2. Domain Discovery - Controls whether Domain Discovery is enabled.
   3. Welcome Message - Controls whether welcome emails are sent when teammates are added to your Guru workspace
   4. Org Chart- Controls if the teamOrg Chart is viewable by non-Admins in the workspace.
   5. Published Card Comments - Controls if users can comment on publish Cards across all Collections in this workspace. This will also hide all open and resolved comments, which would be viewable again if comments are re-enabled.
   6. Enable Answers - Controls whether your team has access to AI powered answers to their questions.

Assist

Guru Assist utilizes generative artificial intelligence (AI) to help subject matter experts quickly and efficiently create impactful documentation. As a workspace admin, you control Guru's default Assist actions and can create new actions tailored to your team's authoring needs.

Creating custom Assist actions

1. In Guru's web app, click Manage> Workspace Preferences, then click Assist for Authors> Manage Prompts.
2. Click + Create new custom Assist action to create a new custom action.
3. On the next page, define what the custom Assist action should do to the text in the Guru Card.
   1. Action display name: Give the custom action a name that describes how this action will modify the Guru Card. The display name is visible in the Assist dropdown menu while editing the Guru Card and should give the Collection owner or author an indicator of what modifications they can expect from the action should they select it.
   2. Category: Assign a category for the action to organize it within the list of enabled default Assist actions: Improve, Summarize, Tone, Translate. If none of these categories fit, select the name of the workspace to make the custom action appear at the top of the Assist dropdown menu.
   3. Access: Define the Groups in the workspace that can see and apply this action. The default is "All Members", or, all users with a Collection owner or author role in your workspace.
   4. Action type: Decide whether you want the action to modify existing text in the Card, or, if this action will create new content in the Card.
      1. Modify existing text: This action is intended to be used to edit existing content/writing. This action will not appear when the Card is blank.
      2. Generate new text: This action is intended to be used to create brand-new Card content.
   5. Custom Prompt: Write a clear and concise command to help the AI understand your intentions and generate accurate results. You can ask Assist to do anything and this is essentially the "command" part of the action. Take a look at our Improving Custom Prompts for AI Assist article for guidance on what to write.
4. Now, the fun part: test your draft action! In the Sample input text box, type new text or paste text copied from an external source. Click Run prompt to apply the prompt you've created to the "Sample input" text box. The results will appear in the Sample output field. If you're not happy with the results, edit the prompt above and repeat the test process until you get the results you're looking for. You can also test the prompt by creating a new sample Card in a different web browse tab.
5. Click Save action at the top of the page to save your Assist custom prompt. Click Cancel to discard your changes and return to the Assist settings page.

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Best Practices for improving Custom Prompts for AI Assist

For examples and best practices, check out Improving Custom Prompts for AI Assist.

Edit custom Assist actions

Under the Custom Assist actions section of the Assist settings page, hover over the Action you'd like to modify. Click the Edit prompt pencil icon which appears on the right side to open the action in edit mode. Click Save action to save your edits or Cancel to revert to the previous settings.

Delete custom Assist actions

Under the Custom Assist actions section of the Assist settings page, hover over the Action you'd like to delete. Click the Delete action trash can icon which appears on the right side to open the action in edit mode.

Disable default or custom Assist actions

In new Guru workspaces, 20 pre-built Assist actions are enabled by default. Workspace admins can disable what they might consider to be distracting and irrelevant Assist actions under Manage > Workspace Preferences >Assist for Authors> Manage Prompts. Click the toggle located to the left of the "Action name" to remove it from the Assist dropdown menu and disable it for all users.

Disable Assist for Authors

In new Guru workspaces, Assist for authors is enabled by default. With Assist for authors enabled, Collection owners and authors see the option to apply Assist actions while creating and editing Guru Cards.

1. In Guru's web app, clickManage > Workspace Preferences >Assist for Authors
2. Click the toggle to the left of Enable Assist for Authors to turn off the feature.

Disable Assist for Readers

In new Guru workspaces, Assist for readers is enabled by default. With Assist for readers enabled, all Guru users see the option to apply Assist actions while viewing Guru Cards.

1. In Guru's web app, click Manage > Workspace Preferences
2. Click the tab Assist for Readers.
3.  Click the toggle to the left of Enable Assist for Readers to turn off the feature.