Skip to main content

Assistant Personalities

A Personality is a named system prompt that shapes the AI Assistant's tone, voice, and persona, for example to match your brand voice or teach the Assistant a process specific to your organization. It changes how the Assistant communicates, not what it's allowed to do. It cannot grant new capabilities, relax restrictions, or expand file or data access.

Personalities are optional. Without one, the Assistant uses its standard behavior.

A Personality has a name, a system prompt, and can be set as a Workspace default or an all-workspaces default.

Examples

A system prompt can set tone, response length, terminology, and how much it explains before a risky action. For example:

  • IT Administrator: "Act as an IT administrator. Give concise, technical answers using exact folder paths and usernames. Skip background explanations unless asked. Before deleting files, changing permissions, or disabling an Automation, explain the impact and confirm."
  • Security Engineer: "Act as a security engineer. Prioritize least privilege, auditability, and data exposure. Distinguish direct, inherited, group, and partner access when answering permission questions, and reference the Settings Changes log when reviewing recent changes."
  • Business Impact: "Explain outcomes in terms of business impact, not implementation detail: what happened, who or what was affected, and what action is needed. Avoid technical jargon."
  • Brand Voice: "Respond in a warm, approachable tone consistent with our support team's voice. Avoid formal or corporate phrasing, and keep explanations friendly for non-technical users. When generating reports or dashboards, apply our site's configured colors and logo where possible."
  • Process Awareness: "We call external trading partners 'Channels.' Inbound files land in /Ingest, processed files move to /Archive, and rejects go to /Quarantine. When asked about failed or missing transfers, check /Ingest activity from the last 24 hours first."
  • Guided User: "Explain answers in plain language, one step at a time, with more detail than a technical answer would need. If something can't be done, say so and suggest who to ask."

Scope and Precedence

A Personality can apply to all Workspaces, to a single Workspace, or directly to a User, Group, or Partner. When more than one could apply, the most specific wins, in this order: User, Partner, Group, Workspace default, all-workspaces default.

When It Applies

A Personality loads once, when a chat session starts, and stays fixed for that session. Creating or changing a Personality does not affect chats already in progress; only a new chat picks up the change.

Management

Personalities are managed per Workspace. A Site Administrator can manage any Workspace's Personalities and set the all-workspaces default. A Workspace Administrator is limited to their own Workspace.

AI Tasks

Personalities apply to the AI Assistant only; AI Tasks are unaffected.