AI Beacon Administration Module

  • Updated

Users with the Community Administrators can configure, monitor, and maintain Beacon AI Assistant. To ensure accurate data collection and system performance.

If you would like to enable the Unimarket AI Guide toggle, please reach out to the Unimarket Support team.

 

Prerequisites

  • Users with the Community Administrator role.

 

Manage Procurement Administration

 To access and update your AI Beacon configurations, follow these steps:

  1. Go to the Administration module > click Modules > and select AI Beacon.

  2. The screen displays five tabs: Settings, Documents, Test, Pathways and History.

 

Settings Tab

Configure and manage, core beacon properties and operational parameters.
 

General Settings

Customize the greeting message, users will view when using the Beacon AI Assistant. 
  1. Insert the desired message in the text box and select Save.

 

Beacon Deployment

When the Beacon Widget toggle is enabled, all users can access the Beacon Assistant.
 
If you desired to disable the Beacon Assistant click the Beacon Widget toggle. Disabling the widget will hide the AI Beacon from all users. You can continue configuring documents and pathways while the widget is hidden.

 

Agents

Adjust configuration parameters that impact data capture and communication. By enabling/disabling the toggles for: Contracts, Insights, Marketplace, and Procurement Guidance.

 

Documents Tab

Beacon learns from your organization's own policy documents.  

Once a document is uploaded, Beacon uses it to answer questions, walk users through procurement pathways, and ask the right follow-up questions (e.g. what are you buying, how much, what's the risk?). To give accurate, policy-aligned advice. 

 

Upload a Document

To upload a document (a PDF or Word doc), 
 
  1. Click Upload Document > and a pop-up box will appear.
  2. Click Browse to upload the document (e.g. setup guides, compliance documents, device manuals).
  3. In the Document Type field, select the desired option and click Process Document.

  4. Once uploaded, the status will go into Unprocessed. 

  5. When the document has successfully processed, the status will change to Processed.

 

View Existing Document

To view the existing document that was uploaded, click on the encircled arrow.

 

Delete Existing Document

To delete an existing document, hover over the desired name and click Delete (trash can icon) on the right.

 

Test Tab

Once documents are uploaded (on the Documents tab), the Community Administrator can test and validate Beacon's functionality and ensure proper communication.
 

When to use:

  • After adding or updating a beacon
  • When troubleshooting offline or non-responsive devices

 

Features:

  1. Welcome Message: The welcome message is added, on the Settings tab.
  2. Text box: Key-in your question (e.g. "What suppliers can I purchase black pens from?").
  3. Submit Question: Submit the question by clicking the Send icon ().
  4. Auto field: The option will default to Auto, and can be utilized for a general procurement search. Dependent upon the configuration (on the Settings tab), options to tailor your test by subjects (e.g. Contracts), can be accessed when selecting the dropdown.

 

Pathways Tab

The Pathways tab displays the rules extracted from your documents. These are the policy rules that will advise users on the community's procurement policy or guidelines. 
 
You can also add custom pathways, if there are things missed by the AI. Or guidelines/rules that were not mentioned in the originating document.
 

Add a Pathway

  1. Select Add Pathway and a pop-up box will appear. 
  2. In the Pathway Name field, insert the desired ID.
    • Note: for spaces in the ID name, add a underscore ("_"); for example general_office_supplies.
  3. In the Description field, add the desired information that will be used by the chat interface to advise users.
    • For example: What is the best furniture supplier, I should use for a new office chair? or Procurement of a personal service contract with a value greater than $25,000 and less than or equal to $100,000.
  4. In the Next Steps field, insert the desired information that will be used by the chat interface to advise users.
  5. Once completed, select Add. To add additional pathways, select Add More.

 

Edit an Existing Pathway

To edit an existing pathway, hover over the desired name and click Edit (pencil icon) on the right side.

 

Delete an Existing Pathway

To delete an existing pathway, hover over the desired name and click Delete (trash can icon) on the right.

 

History Tab

Utilize the data to conduct an audit, of: 
  • Configuration/Auditing changes.
  • User actions (review timestamps/user details) for each interaction.
  • Support compliance and troubleshooting.
  • Investigating issues or unexpected behavior.
 
To capture full conversations, hover over the desired event and click Copy conversation message on the right side.

Note: Currently, the conversation messages cannot be downloaded, printed, or saved.