Admin Overview
Lucy Company Admins
OVERVIEW
Upon logging in you should see a gear icon in the top right of your homepage where you can manage functions and users for the Company instance. Below is the overview of the features to get you started!
Figure 1 - Settings gear icon.HOME
Upon clicking the gear icon, you can click the “Homepage” section you will be brought to and can manage team announcements, welcome messages, and suggested questions.
ANNOUNCEMENTS
In this section you define the announcement for the entire company. Announcements can be set easily at any time and allow you to let all your company’s users know about updates or information they may find handy.
Team Announcements Include:
- Image- Drag and drop your desired image
- Recommended aspect ratio & size range 21:9 (1024x429px) - 16:9 (1024x576px)
- The images are screen size responsive, and experimentation is encouraged
- Title - Appears in bold on the top of the announcement card
- Text - The sub-text below the title of the announcement (500 character limit)
- Action Title - What is displayed on the action button
- Action URL - Where the action button takes the user
Note: To add a URL, copy and paste exactly how it shows in your browser. The Action Title is what you want the link to be labeled as.
Example Announcement
- Announcements can be set easily at any time and allow you to let all your company’s users know of any updates or information they may find helpful.
- Announcements may contain an image, title, description, and click through action.
- Videos can be used in place of images if they meet size and format requirements (<10MB).
- If a user closes the Announcement box, it will not reappear until a new one is posted.
Advanced Configuration
- Video Announcements - As an admin you can add video announcements to the platform. Videos must be (<10MB) and are recommended as MP4 format.
- Full Screen Announcements - If you do not specificity a title or sub-text your announcement image or video will display over the full width of the screen. This can be great for important messages you don’t want your users to miss.
- Fallback Image - Once a video is finished playing the fallback image will be displayed as a static image to the end users.
- Embedded Links - External links will automatically open in a new tab, and internal links beginning with ask.lucy.ai/ will open within the current window. These are great if you want to guide the user to a specific answer, or to a new part of the Lucy platform.
WELCOME MESSAGE
This section allows you to set up the welcome message users are presented with in the chat box upon logging into Lucy.
The Welcome Message section includes:
- Text box - This is where you include the welcome message you would like to display
- Insert- Allows you to automatically include your companies name or users first name anywhere in the welcome message
- By clicking on and including “Company Name” in the welcome message, it will include the name of your company wherever you desire to put it.
- Similarly, if you click on and include “User Name” the first name of the user logging in will be inserted wherever you would like.
SUGGESTED QUESTION
The suggested question section allows you to manually control what suggested questions will appear on the homepage.
The Suggested Questions section includes:
- Add Suggestion - Allows you to add a new suggested question to the list. Creating one requires you to include the question and what order you want it to display in on the homepage.
- Edit - Allows you to edit the question and homepage order
- Delete - Gives you the power to delete any suggested questions by clicking the trash can icon
- Search Suggestions - Here you can search for any already created suggested questions
REPORTS
Currently the reports available for Admins to export are:
- Question Report - Contains the specific questions asked by the team.
- Activity Report - Contains activity related to asking questions and actions on results received.
- Usage Report - Describes usage within an instance.
- Lucy Assist Report - List of all Lucy Assist actions within an instance.
- Users Report - An export of all users within your instance along with their associated names, email, and active status.
- CMS Report - Contains all the activity across the Capabilities, Community and Quick Links pages.
- Adoption Report - Contains user data from the Activity Report, Question Report, as well as Outgoing URLs to see how people are accessing Lucy.
Use the days selection box for each report to select the desired number of days and click export. This will export a report of all the activity in your instance within the specified time period.
QUESTION REPORT
A Question Report for only the instance you are in or viewing as.
Question Report Elements:
- first_name - The user’s first name (option to use non-PII Key)
- last_name - The user’s last name (option to use non-PII Key)
- email - The user’s email address (option to use non-PII Key)
- company - The company or instance the user is asking the question in
- question - The question the user asked
- date - The date asked
ACTIVITY REPORT
All activity related to asking questions and actions on results received.
Activity Report Elements:
- company_name - The company or instance the user is asking the question in
- first_name - The user’s first name (option to use non-PII Key)
- last_name - The user’s last name (option to use non-PII Key)
- email - The user’s email address (option to use non-PII Key)
- question_id - The unique ID number assigned to every question
- question - The question the user asked
- title - The title of the answer received (auto generated)
- source - The name of the content source presented
- confidence - What percent confident Lucy is that this is the correct answer
- events - If the user has trained, shared, or downloaded this content
- Event Actions:
- Clicked - The user clicked into this answer
- Upvoted - The user clicked thumbs up on the answer
- Downvoted - The user clicked thumbs down on the answer
- Shared - The user shared this answer and copied the link
- Saved to Project - The user clicked the “+” button to save the answer to a project
- Event Actions:
- position - The position (1 - 10) the answer was presented in
- date - The date and time at which the question was asked
USAGE REPORT
This report has 4 tabs which are:
- User Login Report
- User Question Report
- User Project Report
- Ingestion Report
User Login Report Elements:
- login_at - The time at which the user logged in
- sector - The sector/group assigned to the user
- user_email - The email of the user (option to use non-PII Key)
- user_id - The unique ID assigned to the user in Lucy
User Question Report Elements:
- asked_date - The date on which the question was asked
- question_asked - The question that was asked by the user
- sector - The sector/group assigned to the user
- user_email - The email of the user (option to use non-PII Key)
- user_id - The unique ID assigned to the user in Lucy
User Project Report Elements:
- id - The ID of the project
- email - The email of the user (option to use non-PII Key)
- project_name - The name of the project
- added_on - The date on which the project was created
User Ingestion Report Elements:
- company - The company for which the file was ingested on behalf of
- sector - The sector/group assigned to the user
- project_name - The name of the project that the file was ingested into
- size - The size of the file ingested in bytes
- pretty_size - The size of the file ingested in MB
- files - The number of files being ingested
LUCY ASSIST REPORT
This is a list of all Lucy Assist actions within an instance. If a user reported finding what they are looking for or triggered a Lucy Assist, all the proceeding actions are tracked.
Lucy Assist Report Elements:
- company_name - Name of the company on behalf of which the user is asking a question
- first_name - The user’s first name (option to use non-PII Key)
- last_name - The user’s last name (option to use non-PII Key)
- email - The user’s email address (option to use non-PII Key)
- question_id - The unique ID number assigned to every question
- question - The question asked by the user
- data - Any notes that are relevant to the question asked by the user
- date - The date on which the question was asked
USERS REPORT
This is an export of all users within your instance along with their associate names, email, and active status.
Users Report Elements:
- user_id - The unique ID assigned to each user
- first_name - The user’s first name (option to use non-PII Key)
- last_name - The user’s last name (option to use non-PII Key)
- email - The user’s email address (option to use non-PII Key)
- group - The group/sector of the user
- is_active - Whether or not the user is an active user
- last_log_in - The date of the user’s last login
- unstructured_access - The sources and folders the user has access to
CMS REPORT
This report contains all the activity across the Capabilities, Community and Quick Links pages. The activity is gathered when users browse to these pages, as well as what links or portals they clicked on.
CMS Report Elements:
- company_name - Name of the company on behalf of which the user is asking a question
- first_name - The user’s first name
- last_name - The user’s last name
- email - The user’s email address (option to use non-PII Key)
- events - How the user has interacted with the CMS
- Event Actions:
- Navigated to Capabilities
- User navigated to Community page
- Navigated to Quick Links
- Capabilities Clicked
- User navigated within Community page - Card clicked
- Quick Link Clicked
- Event Actions:
- referrer - Whether the user came from browse view or the homepage
- data - Any notes that are relevant to the actions taken by the user
- date - The date on which the actions were taken
ADOPTION REPORT
All user data related to the adoption of the Lucy platform.
Adoption Report Elements:
- company_name - Name of the company on behalf of which the user is asking a question
- email - The user’s email address (option to use non-PII Key)
- question_id - The unique ID number assigned to every question
- page - The page on which the user took the action
- type - The type of action:
- Navigation
- Incoming
- Outgoing
- source - The name of the content source presented
- outgoing URL – Url to which a user linked out to
- timestamp - The date and time at which the action was taken
Additional Tabs
Summary, Inbound, Navigation and Outbound tabs which include data summaries and helpful graph visualizations.
ROLE-BASED SOURCE ACCESS
Overview
Role-Based Source Access represents an overhaul of how access is granted to content via Lucy and empowers Admins to give access to categories of users all at once. Now when you create a new user, she will get the base access for a company (Role named Default), and she may be granted any number of Roles beyond that to build out her access level.
Key Details
- Sources get assigned to Roles rather than directly to users.
- Roles can be created, named, edited, and deleted as needed.
- Access is additive, that is Users get source access that is the sum of their Roles.
- You will no longer be able to grant source access to an individual user. You must assign the source to a Role and assign that Role to the appropriate set of users.
- A series of Roles has been automatically generated for your instance of Lucy to guarantee continuity.
How to Manage Roles
Step One:
Enter ask.lucy.ai into your browser and login to the system.
Step Two:
Navigate to the “Settings” gear icon and click the button to manage your company’s settings.
Note: If you don’t see the Settings icon, you are not an admin and will need to have your Customer Success Manager or another Admin grant you these privileges.
Step Three:
Select the “User Roles” tab to access the controls for managing user Roles.
Step Four:
Click the “Add Role” button to add and name your new Roles or use the “Search Role” box to find an existing Role to edit if it does not appear in the first list of 10 Roles.
Click the “Assign Sources” icon to select the sources of content you would like to add to a given Role. You can choose ON, OFF or Filtered and once you have made content source selections, there is no need to save as the results are automatically updated.
- This is where you will provision access to any restricted sources you may have, so make sure you are thoughtful about which sources are selected.
- Select “ON” for all content sources that you would like these users to be able to search in Lucy and “OFF” for all content sources you do not want these users to be able to access.
- Select “ON but Opt-in” if you want user to be able to Opt-in for a source.
How to Manage Users
Step One:
Select the “Users” tab to access the controls for managing Users.
Step Two:
Click the “Add User” button to add a new user or use the “Search” box to find an existing User to edit if it does not appear in the first list of 10 Users.
Step Three:
Once a User has been added or found in the list, click the “Edit Info” control icon, scroll down to the “Assign Roles” section of the pop-up window to assign available Roles to the user and click the “Update” button to save.
- Select all Roles that apply to the User.
- Deselect Roles you don’t want the user to be assigned to.
- Keep in mind users get source access to the combined sum of all their Roles added together.
The User is now provisioned for access to content sources based on Roles.
CONTENT
In this section you can manage your Sources as well as your Discover pages.
MANAGE SOURCES
This section allows you to
- Edit your sources
- Add parent sources
- Search for particular sources
Edit Sources
By clicking the edit sources icon, you are able to change the
- Display Name,
- Source Filter Order
- Parent Source
- Display topics
Add New Source
By clicking “Add New Source” you can add a source by including the source's display name.
MANAGE DISCOVER PORTAL
Sources available at the company level have already been turned on. Admins can manage which of these sources appear in the Discover Page section and set the desired order.
Note: Users who don't have permission to see one of these sources will not see it in their instance if turned on for all.
In the Manage Discover section you can:
- Add a Discover Portal
- Edit details in a Discover Portal
- Activate or Deactivate a Discover Portal
Add Discover Portal
Add a new Discover Portal by doing the following:
- Display Name - Provide the page with a name
- Sources - Select sources the discover page will pull information from by clicking the orange sources box and checking sources you would like included
- Topics - Select topics from the sources you would like to show on the Discover page.
- For example, if your topics include covid-19 and vaccine, only content that is tagged with those topics will populate into the Discover page
- You can have as many topics as you would like, just separate them by commas (ex. “covid-19, vaccine, coronavirus”)
- Description - Provide a brief description of the discover page and featured content
- Hide from Homepage - Discover Portal will not display on Homepage if selected
- Discover Order - Control the display order of Discover Portals by entering 1, 2, 3, etc.
- Discover Group - Control which groups inside your company can see a Discover Portal