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Egnyte Copilot - User Guide

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Overview

Egnyte incorporates innovative strategies to harness Generative AI’s full potential while safeguarding its customers’ proprietary data and aligning with specific business processes and goals.

Egnyte Copilot is one step forward in this direction. It is an AI-powered conversational interface grounded in the company’s data.

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Create a Knowledge Base

Use a Knowledge Base

Q&A on a Knowledge Base

Feedback Options

Switch Between Knowledge Bases

Configure Copilot

User Permissions and Access

Noteworthy Functionalities and Specifications

Known Limitations

Additional Resources

Create a Knowledge Base

There are multiple ways to create a new knowledge base. 

Use the Copilot Hub

  1. Navigate to Copilot Hub in the left menu.

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  2. Click Create new Knowledge Base

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Use the Folder Options

  1. Select or right click on the folder.
  2. Click Create new Knowledge Base in the context menu.

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Use the List View in Settings

  1. Navigate to Settings -> AI powered features -> Knowledge Bases.
  2. Click Create new Knowledge Base.

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Configure the Knowledge Base

Configure the knowledge base after it has been created.

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  1. Enter the name for the knowledge base in the Name field.
  2. Select an Icon. This icon represents the Knowledge Base in the Copilot Hub -> Knowledge Bases page.
  3. (Optional) Provide a Description.
  4. A default No response message is provided and the user can modify the default message if needed.
  5. Click on Select Folder under Scope to associate folders for the Knowledge Base  from the pop-up window and click Save.

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  6. Click Create.

After saving, the new Knowledge base will appear in the list view with status, Preparing (progress percentage).

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The Knowledge Base will move to an Active stage once the files are processed and will be visible to end users once active. 

Knowledge Bases on the Copilot Hub page show the details such as the icon selected from configuring the knowledge base, name of knowledge base, folder name, and last updated date/time.

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Use a Knowledge Base

Use Copilot Hub

  1. Navigate to Copilot Hub.

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  2. Click on the Knowledge Base to start asking questions. The user can click on any of the recommended questions to get a response or type in their own questions.

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Any Page on Egnyte Web UI

  1. Click on the contextual entry point available as the Sparkles icon on the WebUI.

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  2. Select the Knowledge Base to interact with.

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  3. Users can choose any of the recommended questions or type in their question in the input bar on the Knowledge Base.

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Contextual Invoking

  • Select the folder that is associated with a Knowledge Base.

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  • Click on the Sparkle icon. 

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When the user opens the folder that has a knowledge base and then clicks on the Sparkle icon at the bottom right of the screen, they are not presented with the option to further select the Knowledge base. The user can directly interact with the selected folder’s knowledge base in this case.  

Folders that are included in any of the knowledge bases have a sparkle icon against the folder name.

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Using the Q&A on a Knowledge Base

Users can choose any of the recommended questions or type in their question in the input bar on the knowledge base. 

Asking brief and specific questions generates the best answers. Multi-part questions generate better answers when asked separately.

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Answer Generation Mechanism

There is an option to select the folder while creating a Knowledge Base. When the user asks a question on the Knowledge Base, the algorithm retrieves all the pertinent information from all the associated files in the selected folder. 

The algorithm then amalgamates all the relevant details based on the information retrieved and produces a human-like interactive response.

Additionally, sources are provided with each of the answers for users to verify the information if they wish to

Verify Answers

  • Type in a question and generate the answer on the knowledge base 
  • Read the response and click on the given source(s) to verify the information presented 

For critical decisions, users are advised to cross-verify answers from original documents.

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Regenerate Answers

The user can regenerate the answer using different source(s) in a Knowledge Base. 

  • Click on the regenerate icon.
  • Select the desired source(s) from the list available.
  • Click on Regenerate.

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Chat History

Chat History of up to 180 days in the past is available for the knowledge bases. The history icon is available at the top right corner.

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To view the chat history available for a Knowledge Base: 

  • Open the Knowledge Base.
  • Click on the history icon. The available historical records will show up with the date/timestamp next to it.

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  • Hover over on the chat record to view the full name if it is not already visible.

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  • Click on any of the available chat records to access it in the knowledge base.

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  • The chat history will be blank if there are no previous conversations.

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Renaming a Record 

  • Open the chat history of a Knowledge Base.
  • Hover over on a particular record to rename. 
  • Click on the rename option for the record.

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  • Enter the new name for the record. To undo the changes made, click on the Undo icon. If the user tries to save an empty (blank) title, then the record will be auto renamed to “Untitled”.

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Deleting a Record 

  • Open the chat history of a Knowledge Base.
  • Hover over on a particular record to delete.
  • Click on the delete icon.

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  • Click on Delete in the confirmation pop-up. The record will be removed from the chat history.

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Feedback Options

Users can provide feedback on the responses generated in a Knowledge Base. 

  • Clicking on the thumbs up or thumbs down icon below the response provides feedback.  After every three questions, an explicit feedback option will appear.

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  • Users can provide additional comments after clicking on thumbs down. Click Submit after entering the comments.

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The feedback submitted by users will be shared with the Copilot Hub team to improve the feature and a notification will appear after the user submits the feedback.

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Switch Between Knowledge Bases

The option to switch between Knowledge Bases appears after selecting a particular one. 

  • Click on the dropdown menu.
  • Select the target Knowledge Base.

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Configure Copilot

Admins and users with Owner level folder permissions have the option to configure Copilot:

  1. Navigate to Copilot Hub.
  2. Click Configure Copilot.

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  3. They can also configure copilot by navigating to Settings -> AI Powered Features -> Knowledge Bases.

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The dashboard shows the list of all the knowledge bases with the Name, Scope (folder path), Created By, Status, and Created Date.

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Filter Knowledge Bases

Users can filter the knowledge bases as per the following criteria:

  • Created By: Choose the knowledge bases created by Anyone (default), Me, or a Specific person
  • Status: Filter the knowledge bases as per their status. The options include Any (default), Active, Inactive, and In Progress.
  • Created date: View the knowledge base according to their created date. Any time is the default selection with other choices such as Last 24 hours, Last week, Last month, Last 3 months, Last 6 months, Last 12 months, and Custom.

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Edit a Knowledge Base

  1. Hover over on the specific row to edit a particular Knowledge Base.
  2. Click on the Edit icon.

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  3. Edit the Name, Icon, Description, and/or No response message. Scope cannot be edited once selected. 

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  4. Click Save.

Mark Knowledge Base as Inactive

  1. Hover over on a specific row to mark a particular Knowledge Base as Inactive.
  2. Click on the Inactive icon.

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  3. Click on Mark as Inactive.

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Edit and Mark Inactive options are available only for Active or In-progress knowledge bases.

User Permissions and Access

Creation of new Knowledge bases is a functionality available to Folder owners.

Accessibility of the Knowledge base is extended to all users with access to the corresponding folder. 

Even if users do not hold universal access for all files or subfolders within the folder, the Knowledge base will still operate, but only draw from and expose information that respective users are privy to.

Ensuring Information Safety

A Knowledge Base strictly maintains user access permissions; it won’t unveil answers or information that users lack access to.

Noteworthy Functionality and Specifications

Folder Modifications and Knowledge Base Status

  • Merging, Deleting, Moving, or Renaming Folders: These actions on the parent folder may transition the corresponding Knowledge Base to an inactive state. Once inactive, users can no longer access or utilize it.
  • Recommended Action: In such scenarios, it's advisable for users to create a new Knowledge Base using the updated folder path.

Integration Process for New Files

When a new file is added to a folder, it undergoes an integration process before becoming accessible in the Knowledge Base.  It typically takes around 15 to 30 minutes for the new file to be fully integrated into the Knowledge Base and be ready for use in responses.

Instantaneous Exclusion

Deleting or moving files out of the folder will immediately remove them from the reach of the Knowledge Base.

Supported Files in KB

File Category File Extension
Document "doc", "docx", "docm", "odt", "dotm", "docb"
Spreadsheet "xls", "xlsx", "xlsm", "ods", "xlt", "xlm", "xltx", "xltm", "xlsb", "xla", "xlam", "xll", "xlw"
Presentation "ppt", "pptx", "pptm", "odp", "pot", "pps", "potx", "potm", "ppam", "ppsx", "ppsm", "sldx", "sldm"
Archive "zip", "tar", "tgz"
Plain Text "htm", "html", "txt", "rtf", "xml", "pages", "numbers", "key", "msg", “eml”, "tsv", "xhtml", "csv", "dot", "wbk", "ps", "epub", "mbox", "wpd", "wp6", "wp7"
GDrive "gdoc", "gsheet", "gslides"
PDF (text extraction) "pdf"
Image OCR "png", "jpg", "jpeg", "tif", "tiff", "bmp", "jpx"
EXIF Metadata "jpeg", "jpg", "jpx", "png", "tif", "tiff"
Image Embedding "png", "jpg", "jpeg", "tif", "tiff", "bmp", "jpx", "webp"
OCR Requeue (ocr) "pdf"
Audio Transcription "mp3", "aac", "ogg", "flac", "alac", "wav", "aiff", "dsd", "pcm", "m4a", "wma"
Video Transcription "mp4", "mov", "wmv", "avi", "mts", "flv", "f4v", "swf", "mkv", "mpg", "mpeg", "ogv", "webm", "qt"
Construction "dwg"
Construction Revit "rvt", "rfa"
Construction Navis "nwd"

Known Limitations

  • This product offering works only on textual data.
  • Folder having less than 100k files can be used to create Knowledge Base.
  • If the folder contains "shortcuts" or "external links", then they will not be considered while finding answers for the questions in the Knowledge Base.
  • Knowledge Base will not be able to provide satisfactory answers in the following scenarios: 
    • Questions where aggregation or other mathematical operations are required to be executed to find the answer, for example:
      • What are the total sales for the year 2024?
    • Questions where inference needs to be drawn by considering multiple information source:
      • What is the largest proposal?
      • Which district has the highest population density?
      • What was the most expensive project
    • Question related to file counts:
      • How many files are present in this folder?
      • For January, how many receipts exist?

Additional Resources

Egnyte Copilot - Knowledge Bases Overview

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