Before proceeding with this step, you should ensure that all of your initial data source crawls are complete and that your M/L workflows have run. Glean Assistant will not respond correctly until these steps have completed.

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About Glean Assistant

Glean Assistant is a secure, enterprise-ready digital workplace assistant that respects data access permissions and delivers personalized answers based on your organization’s data. Think of it like ChatGPT, but with secure access to your company’s information.

Glean Assistant is designed to enhance your workplace experience by providing you with the information you need, when you need it, in a secure and personalized manner. It understands your company’s content, internal language, people, and relationships, enabling Glean Assistant to deliver more relevant and accurate information than publicly available generative AI tools.

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Setting Up Glean Assistant

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Activate Glean Assistant

You can activate Glean Assistant by navigating to  Admin Console > Platform > Assistant > Setup, then selecting Activate.

If the Assistant menu option is greyed out or not visible, this means that either:

  • Your People Data sync has not been completed.
  • The initial crawling/indexing tasks for all data sources has not yet completed, OR
  • The M/L workflows for your environment have not yet completed.

Once you have completed these steps, the Assistant menu option will become visible and you can activate Glean Assistant.

Activate Glean Assistant from the Admin Console once your crawling and M/L has completed

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Assign Users

Glean Assistant can be enabled for the entire organization or for a selected test group of users. Glean recommends enabling Assistant for a test group first before proceeding with the rollout to the broader organization.

To assign users to Glean Assistant, navigate to  Admin Console > Platform > Assistant > Setup, then click to open the User Access dropdown menu. Here you can select either:

  • Enabled for all teammates
  • Enabled for test group only

If you select Enabled for test group only, you can click the Add teammates button to specify the users who will have access.

Assign users to Glean Assistant

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Enable Glean Assistant

Once you have specified the users that Assistant should be enabled for, click the Enable Glean Assistant, button to turn on Assistant for those users.

Alternatively, you can also follow any of the applicable optional steps below to customize Assistant and its behavior.

When you are ready, click the **Enable Glean Assistant** button to turn on Assistant for your users

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Customizing Glean Assistant

There are a number of optional settings you can configure for Glean Assistant.

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Select Your LLM

Glean supports a range of LLMs including:

  • GPT
  • Claude
  • Gemini

In addition, Glean supports accessing your selected LLM via a variety of methods depending on the needs of your organization. For example, BYOK, AWS Bedrock, GCP Vertex AI, etc.

You can select the LLM provider by navigating to  Admin Console > Platform > Assistant > Setup, then expanding the LLM Provider section.

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Bring Your Own Key (BYOK)

Using Glean’s API key for the Large Language Model (LLM) that powers Glean Assistant is strongly recommended, however, you may also choose to use your own API key (eg: OpenAI, Azure OpenAI, or Anthropic).

To use your own API key, navigate to  Admin Console > Platform > Assistant > Setup, then expand the LLM Provider section. Here you can select Bring Your Own Key (BYOK) and enter your API key.

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Receive User feedback

Users can provide feedback to Glean Assistant responses as positive (👍) or negative (👎) with accompanying comments. You can opt to have this feedback sent to a company email alias for review.

To configure settings related to user feedback, navigate to  Admin Console > Settings > Help, expand the Feedback section, and click the Advanced preferences button.

More information: Receive User Feedback

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Set Exclusion Rules

You can exclude certain content from ever being sent to an LLM across all Glean Assistant interfaces.

For example, if you exclude a document, Glean Assistant will not use any data from that document to generate responses; even if a user is permitted to access the document content.

To set explicit exclusion (or inclusion) rules, navigate to  Admin Console > Platform > Assistant > Advanced, then expand the Exclusion rules and Inclusion rules sections.

More information: Restricting LLM Access to Content

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Provide Custom instructions

You can optionally provide Glean Assistant with up to 5 custom instructions to better align its behavior with your enterprise requirements.

For example:

  • Ensure that you remind users that their answers may not be accurate.
  • Do not respond to any queries regarding salary.
  • Only respond in German.

To set a custom instruction, navigate to  Admin Console > Platform > Assistant > Advanced, then expand the Custom instructions section.

Custom instructions do not alter Glean Assistant’s retrieval capabilities. They control the response generated by the LLM and are sent alongside data retrieved by Glean as deemed relevant to the user’s query.

More information: Custom Instructions

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Set a Disclaimer

You can set a disclaimer that will be displayed to users when they interact with Glean Assistant. This can be used to inform users about the limitations of Generative AI or to provide them with important information.

To set a disclaimer, navigate to  Admin Console > Platform > Assistant > Advanced, then expand the Disclaimers section.

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Using Glean Assistant

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Chat

Glean Chat is the dedicated entry point for the Assistant and can be accessed by clicking on the message bubble icon from the left-side menu of the Glean UI:  Chat > New Chat

More information: Glean Chat

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AI Answers

AI Answers are typically used in the context of search results, providing direct answers to user queries based on the content of your documents when a user makes a relevant search query.

More information: AI Answers

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AI Summaries

The AI Summarization feature of Glean Assistant provides concise summaries of documents. This feature is designed to enhance your productivity by providing a quick overview of a document’s content without having to read the entire document.

To summarize a document, hover over a search result and click the Summarize button that appears at the top-right of the result.

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Slackbot

If your organization uses Slack, you can configure Glean Assistant as a bot within your Slack workspace to automatically answer questions as employees post them.

More information: Slackbot

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Teamsbot

If your organization uses Microsoft Teams, you can configure Glean Assistant as a bot within your Teams workspace to automatically answer questions as employees post them.

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Prompt Library

The Prompt Library allows you and/or your users to curate and save frequently used queries as prompts. These can be incredibly useful for performing repetitive Generative AI tasks, or for assisting less technical users make use of Generative AI.

More information: Prompt Library

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