Shelf Announcements Copilot Feature Overview




What is Shelf Announcements Copilot? 

Shelf Announcements Copilot is an AI-based feature that leverages all the capabilities of OpenAI and Large Language Models and customer’s content stored in Shelf Knowledge Management System to assist content managers in creating and managing announcements. 

In short, Shelf Announcements Copilot:
  • provides a comprehensive and powerful tool covering the main use cases and empowering content managers to handle announcements in a more efficient manner
  • allows organizations to reduce both the time and efforts required to create important announcements for their organizations’ users and, respectively, enhance the efficiency of organization-wide communications
  • generally, significantly ease the work of content managers.

In Shelf Knowledge Management System, Announcements refer to a feature that allows users or administrators to create and publish important messages or updates for their team or organization. 

Announcements serve as a means of communication within the system, enabling users to stay informed about important company-wide news, policy changes, upcoming events, or other relevant information. It provides a centralized platform for broadcasting announcements, ensuring that everyone in the organization has access to the same information.

These announcements can typically be accessed from the system's homepage or a dedicated Announcements section, ensuring that users are aware of the latest news and updates. The feature allows for customization, including options to prioritize or categorize announcements, schedule them for specific dates, and track read/unread status. Regularly utilizing announcements can help improve internal communication and keep employees informed and engaged.


    

Preconditions 

Before you can start enjoying all the benefits of Shelf Announcements Copilot, you need to enable it. For this purpose, when logged in to Shelf under your valid credentials, go to Admin Panel > User Groups > [USER_GROUP_NAME] > App Permissions and switch the Announcements Copilot toggle on.

Figure 1. Enabling the Announcements Copilot


What functionality does Shelf Announcements Copilot have? 

Shelf Announcements Copilot is capable of 
  • creating the announcement text automatically using the announcement title entered by the user
  • create the announcement text automatically using the content of the attached Gem
  • create the announcement text automatically using both the announcement title entered by the user and the attached Gem content
  • editing the announcement text, in particular: fixing its grammar and spelling, fixing its formatting, making it simpler and shorter, changing its style and tone (business, conversational etc.), and compiling a brief summary of the text if needed.


         

How to start using Shelf Announcements Copilot?

In order to start enjoying all the benefits of Shelf Announcements Copilot, you need just to start creating a new announcement from the Manage Announcements menu in the Admin Panel.

Figure 2. Starting to add a new announcement in Shelf KMS

Once in the New Announcement window, click the Copilot icon to launch it.

Figure 3. Launching Shelf Announcements Copilot

Once done, the Copilot widget appears in the right part of the window, and you can start using it for creating your announcements.




How to use Shelf Announcements Copilot in real-life scenarios?

When you are in the New Announcement window and have opened the Copilot widget by clicking the respective icon, you can immediately start creating beautiful announcements for your organization’s employees by means of a set of predefined actions available in Shelf Announcements Copilot, displayed in the figure and listed in the table below.

Figure 4. Viewing the set of predefined actions in Shelf Announcements Copilot

Generating the Announcement content based on

Description

Announcement title

The Copilot generates text from scratch based on the announcement title.

Attached Gems

The Copilot generates text from scratch based on the attached Gem(s).


You can pick the exact type of announcement to create: 

  • Full Gem - generates an announcement about the attached Gem(s) content

  • Latest Gem updates - generates an announcement about recent Gem(s) changes (the most recent Gem version is used).

Announcement title & Attached Gems

AI generates the text from scratch based on the announcement title & attached gems.

You can pick the exact type of announcement to create: 

  • Full Gem - generates an announcement about the attached Gem(s) content and title

  • Latest Gem updates - generates an announcement about the title and recent Gem(s) changes (the most recent Gem version is used).


Read the sections below to learn how you can use these predefined actions and for what cases.



         

Notifying Organization’s employees about some newly created Organization’s policy/procedure

When creating an announcement, attach the needed Gem(s), select Attached Gems > Full Gem in the Copilot widget and wait for the Copilot to generate the announcement based on the Gem(s) content.

Figure 5. Generating announcement based on attached Gem(s)

Figure 6. Viewing the announcement text Shelf Announcements Copilot created based on attached Gem(s)


Notifying Organization’s employees about recent updates in Organization’s policies/ procedures

When creating an announcement, attach the needed Gem(s), select Attached Gems > Latest Gem updates in the Copilot widget and wait for the Copilot to generate the announcement based on content of the latest version of Gem(s). See Figures 5 and 6 above for visual aid.


             

Notifying Organization’s employees about some recent updates in the Organization

When creating an announcement, enter any desired text in the Title field and select the Announcement Title option in the widget. The Copilot starts generating the announcement text based on the title you have entered.

Figure 7. Generating announcement text based on user-entered title


                

Notifying Organization’s employees about anything 

When creating an announcement, ask the Copilot to create any text you want.


Figure 8. Generating announcement text based on announcement title AND attached Gem(s)

In all of these four use cases, follow-up actions on the announcement text created by the Copilot are also available: you can improve, shorten or simplify it. You can also like or dislike this text by clicking one of the feedback icons. Finally, you can copy it for inserting in the Announcement Content field.


                 

Editing announcement content 

In addition to the above scenarios, you can also use Shelf Announcements Copilot to fix AI-generated text or text you have created yourself. You can do it directly from the Content field by clicking the Ask Copilot button and then selecting one of the options from the dropdown menu.

Figure 9. Editing announcement text by means of Shelf Announcements Copilot

As you can see in the figure above, you can generally improve the text, improve its grammar and spelling if needed, fix formatting errors, make the text a bit simpler or shorter, create a brief summary out of the text if it’s too lengthy, or even change its tone of voice based on the target audience or your management requirements.

In each of the above cases, you can stop the Copilot answer generation by clicking the STOP GENERATING button.

Figure 10. Canceling the answer generation


                    

Clearing the chat with Shelf Announcements Copilot

If you mistakenly select any unneeded option or just want to reset the chat with the Copilot, you can easily clear the chat history by clicking the relevant button.


Figure 11. Deleting the chat history in the Copilot widget




What are known limitations of Shelf Announcements Copilot? 

Along with the vast functionality, Shelf Announcements Copilot has certain limitations listed below.
  • Only Wiki-based Gems support: the following Gem types are currently supported - Article, Wiki, Post, FAQ, Organization, and Person; no Decision Tree, Document, and non-text Gem types such as Image, Video etc. are supported 
  • Max 10 Gems can be attached: if you attach several Gems and try to launch the announcement text generation, the Copilot ignores the non-supported Gem types
  • Max 4000 words in a Gem (depends on the language): a Gem you attach must be shorter than 4000 words.


Data safety and security 

Building responsible AI is a part of Shelf’s commitment to providing our customers with trusted products and solutions. Shelf leverages a set of design principles with respect to our AI products, which include privacy, security and compliance by design.

It is imperative that we keep our customers’ data secure, and this responsibility is of the utmost importance to us. We do not compromise on technology that does not meet our security and compliance standards, and we put in place checks and balances to evaluate our usage of data collected by our technology to ensure it is used responsibly.

In addition to Shelf proprietary machine learning models, Shelf offers Copilot features supported by OpenAI and Azure OpenAI Services. While these features are generative in nature, neither OpenAI nor Azure OpenAI will use your inputs to train its models or otherwise improve its services according to OpenAI Data Usage Policies. For more information about the processing of your data at OpenAI and Azure OpenAI, please see Azure OpenAI Privacy and Security Terms and Open AI Security Terms.