> For the complete documentation index, see [llms.txt](https://biglead.gitbook.io/biglead-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://biglead.gitbook.io/biglead-docs/en/marketing/2.-ai-bot-configuration.md).

# 2. AI Bot Configuration

#### 1. Introduction

As businesses increasingly focus on customer experience and operational efficiency, applying AI to customer service has become an inevitable trend. The AI Bot on Biglead CRM is developed to help businesses automate consulting, customer support, and customer care processes 24/7, reducing workload for staff while improving service quality.

Through the AI Bot Configuration feature, businesses can build their own AI assistant based on their data, processes, and knowledge base. The bot can learn from provided data sources, understand customer questions in context, and deliver fast, accurate, and relevant responses.

This document provides detailed instructions for setting up, managing, and operating the AI Bot on the Biglead CRM system.

#### 2. Accessing the AI Bot Configuration

To start using the AI Bot:

1. Log in to the Biglead CRM system.
2. On the left sidebar menu, select Marketing → AI Bot Configuration.

You will be redirected to the Bigbot management interface, which includes the following main sections:

* Overview
* Knowledge Management
* Website Synchronization
* AI Actions
* Data Store
* Bot Testing
* Bot Settings

This is the central management area for all AI Bot activities.

#### 3. AI Bot Overview

The Overview screen provides a general view of the bot’s operational status.

Here, users can:

* Monitor setup progress.
* Check operational status.
* Enable or disable the AI Bot.
* Track the number of trained data sources.
* Quickly access configuration functions.
* Perform direct bot testing.

This section helps administrators quickly assess the bot’s readiness before deployment.

#### 4. Knowledge Management

#### 4.1. Role of the Knowledge Base

The knowledge base is the most important foundation of the AI Bot.

All responses generated by the bot are based on the data trained within the system. The more complete and accurate the data is, the more effective the bot’s responses will be.

To add new data, select Add New Knowledge.

The system supports multiple data input methods.

#### 4.2. Add Knowledge from a Website

This is the most common method for businesses that already have a website.

Steps:

1. Select Website as the data source.
2. Enter the URL to synchronize.

Examples:

* Homepage
* Product pages
* Service pages
* Policy pages
* FAQ pages

1. Click Synchronize.

The system will automatically:

* Scan website content.
* Analyze data.
* Split content into smaller chunks.
* Train the AI based on collected data.

Once completed, the bot can use this information to answer customer inquiries.

#### 4.3. Add Knowledge from Google Docs

If your business stores documents on Google Docs, you can connect them directly to the AI Bot.

Steps:

1. Select Google Docs.
2. Paste the document link.
3. Ensure the document has appropriate access permissions.
4. Confirm to let the system process the data.

After processing, the document content will be added to the bot’s knowledge base.

#### 4.4. Add Knowledge from Files

Supported file formats:

* PDF
* DOCX
* TXT
* XLS
* XLSX
* CSV
* ODS

Steps:

1. Select Upload File.
2. Choose a file from your computer.
3. Click Upload.
4. Wait for the system to process the data.

Suitable for:

* Product catalogs
* Price lists
* Sales policies
* Customer care procedures
* Internal training documents

#### 4.5. Add Knowledge Manually

For short content or quick updates, users can enter data directly.

Steps:

1. Select Add Manually.
2. Enter the content title.
3. Enter detailed content.
4. Click Save.

Example

Warranty Policy

Content: Products are covered by a 12-month warranty from the purchase date. Customers must provide an invoice or order information to receive warranty support.

#### 4.6. AI Suggestions

The AI Suggestions feature helps businesses quickly build initial data.

Users only need to enter:

* Topic
* Keywords
* Short description

The system will use AI to suggest relevant content, significantly saving time in data preparation.

#### 5. Website Synchronization

#### Purpose

Website Synchronization helps the AI Bot stay updated with the latest website content.

When the website has:

* New products
* New services
* New policies
* New articles

The bot will automatically update information without manual re-entry.

Steps:

1. Go to Website Synchronization.
2. Add the URL to synchronize.
3. Configure the synchronization schedule.

Examples:

* Daily
* Weekly
* Monthly

1. Save the configuration.

#### 6. Configure AI Actions

Besides answering questions, the AI Bot can perform specific actions based on customer requests.

To configure, select Add New Action.

#### 6.1. Tools and Toolkits

This section defines which functions the bot is allowed to use.

Examples:

* Create a new customer
* Search CRM data
* Create support tickets
* Send notifications
* Call external APIs

Choosing the right tools helps the bot handle customer requests more effectively.

#### 6.2. Trigger Scenarios

Describe the situations the bot should recognize.

Examples:

* I want a free trial.
* I want a quotation.
* I need consultation.
* I need technical support.

When customers send similar messages, the corresponding action will be triggered.

#### 6.3. Scenario Examples

Add multiple ways customers may express the same intent.

Example for trial requests:

* I want a trial.
* Do you have a demo?
* Let me try it.
* I want to test the system.

The more examples provided, the more accurate the AI’s intent recognition becomes.

#### 6.4. Response Instructions

Define how the bot should respond.

Example

Quotation request response

“When a customer requests a quotation, the bot should introduce the most suitable service package, explain the main features, and ask the customer to leave their contact information.”

Clear instructions help maintain consistent AI responses.

#### 6.5. Response Knowledge

Provide the information the bot should use when answering.

Examples:

* Product pricing
* Contact information
* Warranty policy
* Implementation policy
* Payment policy

#### 7. Data Store

Data Store is where datasets are stored for the AI Bot to retrieve during conversations.

Businesses can store:

* Product catalogs
* Service lists
* Branch information
* Lookup data
* Internal policies

Using Data Store helps the bot provide more accurate responses for frequently changing information.

#### 8. Testing the AI Bot

After configuration, users should test the bot before deploying it in a real environment.

Testing Steps:

1. Go to Bot Testing.
2. Enter sample customer questions.

Examples:

* What is the product price?
* I want a free trial.
* What is your warranty policy?
* How can I contact support?

1. Evaluate the answers.
2. Adjust data if necessary.

Regular testing helps identify training issues early.

#### 9. Bot Settings

In the Settings section, users can manage operational parameters such as:

* Bot name
* Language
* Activation status
* Access permissions
* Response configuration
* Advanced settings

Users should carefully review these settings before official deployment.

#### 10. Important Notes

To ensure the bot performs effectively:

* Regularly update data.
* Build a comprehensive knowledge base.
* Avoid duplicate data.
* Add frequently asked questions.
* Test periodically.
* Synchronize the website regularly.
* Provide clear response instructions.
* Add many real-world scenario examples.

These factors help the AI better understand customer needs and deliver higher-quality responses.

#### 11. Conclusion

The AI Bot on Biglead CRM is a powerful solution for automating customer service, sales consulting, and operational support. By building a knowledge base, configuring intelligent actions, and synchronizing data from multiple sources, businesses can create a 24/7 AI assistant that operates continuously without being limited by time or human resources.

To maximize effectiveness, businesses should focus on input data quality, regularly update knowledge, and conduct periodic testing. When configured properly, the bot not only improves customer experience but also optimizes workflows, reduces staff workload, and increases conversion rates.

Biglead CRM recommends continuously adding and updating new data so the AI Bot becomes increasingly intelligent, delivering more natural, accurate, and effective conversations with customers.