AI Chatbot

Path: Manage Workspace >> AI

IdeaScale’s AI chatbot provides a secure, government-grade AI capability for innovation management. It is deployed in a FedRAMP-authorised, in‑boundary environment, making it suitable for federal agencies and other highly regulated industries with strict data protection requirements. The chatbot can analyse community data and return contextually appropriate responses in either text or image format.

The AI Chatbot functionality is available for the following Admin and Moderator roles:

1. Workspace Admin
2. Community Owner
3. Global Administrator
4. Custom Administrator
5. Campaign Administrator
6. Campaign Group Administrator
7. Global Moderator
8. Campaign Moderator
9. Group Moderator
10. Custom field Moderator
11. Translator Moderator

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AI Chatbot Setup

The availability of the AI chatbot depends on the MCP server configuration. It is ON by default, though if the MCP server is turned OFF in Manage Workspace >> Workspace Configuration >> Workspace Info >> Miscellaneous, the AI chatbot will be disabled and unavailable for use.

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AI Chatbot Window

The AI chatbot icon appears in the top navigation bar on all frontend community pages. Clicking on it opens the chatbot window, which serves as the primary interface for interacting with the AI. An admin or moderator can drag the window to any location on the page as per preference, or maximize it to enter an uninterrupted, focused mode to work with the chatbot.

1. New Chat

By default the chatbot opens to a New chat section to start a new interaction. Simply type in the query and press send button to get data.

2. Chats

To review previous chats or interactions with the AI chatbot, click the Chats tab in the AI chatbot window. A chronological list of past conversations will be displayed, which can be scrolled through and selected directly or filtered by entering keywords into the search field. From here, an admin or moderator can either resume a selected conversation and continue the previous query, or start a separate interaction at any time by clicking the New chat button within the Chats tab.

Past chats can also be renamed or deleted. To do this, hover over the chat title, click the More (3 dots) icon, and then select either Edit to update the name or Delete to remove the conversation.

Multiple chats can be deleted at once. Click the Select option below the search field, then choose the conversations to be removed by ticking their checkboxes. After selecting the desired chats, click the Delete icon to permanently delete them.

3. Settings

Admins and moderators can define global instructions for the AI chatbot that apply to all chats and interactions. This helps ensure consistent behavior and saves time by removing the need to retype the same guidance for each session. To configure these instructions, click the Settings icon in the AI chatbot window and enter the desired text in the Assistant Instruction field.

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Prompt Library

Prompt Library enables admins and moderators to create and store default prompts for the AI chatbot. These reusable prompts make it easier to search for frequently needed, specific community data, so that they do not have to retype the same query each time they interact with the chatbot.

Saved prompts are displayed in the chatbot window under the Prompt Library icon, where admins and moderators can quickly select and apply them during their AI interactions. Prompts created in the Workspace Prompt Library are marked with a Workspace icon, whereas prompts created in the community have no icon indicator.

Admins and moderators can either choose from existing prompts in the Prompt Library (available in Community Settings) or create a new prompt directly in the chatbot on the homepage by clicking the Add New button. Enter a clear, descriptive prompt in the text field, focusing on the specific community data or insight you want the AI to return, and then click Save. The prompt will be stored in the Prompt Library for consistent, repeatable use in future chatbot interactions.