Preferences

Help Doowii understand your organization better by adding key instructions, definitions, and documents to improve response accuracy.

Doowii’s Preferences feature enables account admins to provide tailored context that improves how Doowii understands and responds to user questions, and individual users to provide personalized context to customize how Doowii responses to their questions. This includes setting broad instructions, defining organization-specific terms, and uploading relevant documents.

Knowledge and context added through this feature influences responses across your organization, helping align Doowii’s AI with your data, language, policies, and reporting needs.

All users can edit and update their personal instructions, knowledge, and documents.

Only the account's system admins can access and edit the organization's instructions, knowledge, and document management details.

---

Preferences Page Overview

The Preferences tab includes three main tabs, each with “Personal” and “Organization” sections.

1. General Instructions

Use this tab to define broad instructions that shape every response Doowii gives. These are especially useful for setting consistent expectations across your institution or for a specific user.

These instructions support plain text only.

Recommended Uses:

• Response formatting: (e.g., date format: MM/DD/YYYY)

• Organizational terminology: (e.g., refer to “First-Year Students” as “Freshmen”)

• Basic filters: (e.g., always exclude withdrawn students unless otherwise noted)

• Labeling clarity: (e.g., use full course names instead of course codes)

Not Supported:

• Chart formatting (use the chart builder for visualization changes)

• Suppressing parts of the response (e.g., “remove summary”)

---

2. Add Definitions

Add searchable, context-specific definitions and logic that apply only when relevant to a user’s question. This section helps Doowii deliver more accurate, tailored answers.

Entries should be written in plain text and should include the exact terminology your users are likely to use.

Recommended Uses:

• Group definitions: (“At-Risk Students” = GPA < 2.0 or >3 missed advising sessions)

• Filter logic: (“STEM Majors” = Biology, Chemistry, Engineering, and Physics)

• Metric explanations: (“Completion Score” = completed / attempted courses)

• Policy definitions: (“Full-Time Student” = enrolled in 12+ credits per term)

Not Supported:

• Chart formatting or theming

• Response layout changes

---

3. Upload Documents

Upload policy documents, handbooks, rubrics, and other materials that add searchable context to your knowledge base. Doowii will use these documents to improve how it interprets and responds to user questions.

Recommended Uploads:

• Academic or advising policies

• Program descriptions

• Eligibility criteria for services or aid

• Process documentation or internal rubrics

Documents can be added to either the “Personal Documents” or “Organization Documents” section, depending on scope.

---

How to Add Knowledge

To Add or Edit General Instructions:

1. Navigate to the General Instructions tab.

2. Choose Personal or Organization section.

3. Add or update instructions (note, there is a 5000 character limit for general instructions).

4. Click Save to confirm your changes, or Cancel to discard the changes.

To Add Definitions:

1. Navigate to the Add Definitions tab.

2. Choose Personal or Organization section.

3. Click Add Knowledge.

4. Add a title and enter the relevant definitions, logic, or explanations.

5. Click Save to confirm your changes, or Cancel to discard the changes.

To Upload Documents:

1. Go to the Upload Documents tab.

2. Click Upload Document.

3. Select your file.

   • Supported file types: .pdf, .doc, .docx, .txt, .md, .yaml, .rtf (max 50MB).

4. Add a Title and short description explaining what the document contains.

5. Click Upload.

PDF parsing may vary depending on formatting. Use Word or text files when possible for more reliable extraction.

Uploaded or edited instructions, context, definitions, and documents are typically available to users within 5 minutes.

---

Managing Context Items

For each preference (term or document):

• Status: Shows whether the item is processing, failed, or completed.

• Edit: Make changes to the term, definition, or document metadata.

• Enable: Toggle the “Enable” switch to turn off an item without deleting it.

• Delete: Remove the item completely.

---

Preferences Best Practices

• Use clear, plain language and include the terms users are likely to recognize .

• Test changes after adding or editing context by running sample questions.

• Notify internal users if a context update changes how data is filtered or interpreted.

• Avoid adding contradictory instructions or definitions unless contextually justified.

Changes to preferences may significantly affect how Doowii queries data and interprets results. Review carefully before publishing.

---

Common Use Cases & Examples

Preferences may be used to:

• Define how student groups are categorized

• Clarify metric calculations for consistency

• Upload internal policy documents to guide responses

• Set default filters to reduce unnecessary noise

• Ensure Doowii reflects your institution’s language and expectations

Need help writing strong entries? Contact your Doowii Support team for support, templates, and examples.

---

Troubleshooting & FAQs

How is context used by Doowii?

Context entries and documents are searched when a user submits a question. If relevant, the content is used to refine and personalize the response.

What happens if I upload conflicting definitions?

Clarity may suffer. Aim for consistent and precise entries across tabs. Review periodically to avoid duplication or contradiction.

What should I do if context isn’t being applied as expected?

If Doowii doesn’t seem to be using your uploaded context accurately, there are a few things you can try:

• Rephrase your entries to include the terms, phrases, or example questions your users are likely to type.

• Clarify your definitions and descriptions so they reflect and align with your organization’s data schema and data sources

• Use plain language, which should help reduce ambiguity when encountering organization-specific terms (for instance, terms or metrics that aren’t widely used or clearly defined).

We’re continuously improving how preferences are applied. If you’re still not getting the results you expect, please submit feedback through the app or reach out to our support team. Your input helps us refine and enhance the feature for everyone.