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docs: update Assistant documentation for recent frontend changes #652

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40 changes: 31 additions & 9 deletions docs/5. Integrations/Creating and modifying assistants in Glific.md
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Original file line number Diff line number Diff line change
Expand Up @@ -3,7 +3,7 @@
<tr>
<td><b>3 minutes read</b></td>
<td style={{ paddingLeft: '40px' }}><b>Level: Advanced</b></td>
<td style={{ paddingLeft: '40px' }}><b>Last Updated: April 2026</b></td>
<td style={{ paddingLeft: '40px' }}><b>Last Updated: July 2026</b></td>
</tr>
</table>
</h4>
Expand All @@ -12,30 +12,47 @@
This doc details how to create new assistants, modify the created assistants and how to use these in your Glific flows.

## Creating a new assistant
1. From the assistant list page, click on “Create new assistant”
1. From the assistant list page, click on “Create new assistant”. This opens a blank creation form - no assistant is created yet at this point.
<img width="1406" height="765" alt="Screenshot 2026-04-14 at 2 46 48 PM" src="https://github.com/user-attachments/assets/3ac96677-8fe2-46b3-bff6-b5c26e1ccfb6" />

2. Fill out the details needed,
- Name of the assistant
- Select a model
- Add your prompt
- Add files to create a knowledge base
- Set the temperature
- Set the temperature

Note: The model dropdown shows a fixed list of supported models (currently `gpt-4o`, `gpt-4o-mini`, `gpt-4.1`, `gpt-4.1-mini`), rather than fetching every model available on the provider's account. If you need a model that isn't listed, reach out to the Glific team.
<img width="711" height="835" alt="Screenshot 2026-04-14 at 2 58 36 PM" src="https://github.com/user-attachments/assets/5e2c0741-28ce-4e63-b545-0de08ba866cf" />

3. Click on save to create the assistant.
3. Click on save. This is the point the assistant is actually created - nothing is saved to Glific until you click save here.
4. This navigates to the assistant versions listing page.
<img width="1233" height="750" alt="Screenshot 2026-04-14 at 2 59 16 PM" src="https://github.com/user-attachments/assets/9078b2a2-24d4-4621-895b-c3f84f257caf" />

5. From here, copy the assistant id and use it in the flow.
Comment on lines +28 to 32

@coderabbitai coderabbitai Bot Jul 15, 2026

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📐 Maintainability & Code Quality | 🟡 Minor | ⚡ Quick win

Fix the ordered-list numbering.

markdownlint reports MD029 because these items use 3., 4., and 5. after intervening content. Use consistent 1. prefixes or restructure the list so the rendered numbering remains sequential.

Proposed fix 
-3. Click on save. This is the point the assistant is actually created - nothing is saved to Glific until you click save here.
-4. This navigates to the assistant versions listing page.
+1. Click on save. This is the point the assistant is actually created - nothing is saved to Glific until you click save here.
+1. This navigates to the assistant versions listing page.
...
-5. From here, copy the assistant id and use it in the flow.
+1. From here, copy the assistant id and use it in the flow.
📝 Committable suggestion

‼️ IMPORTANT
Carefully review the code before committing. Ensure that it accurately replaces the highlighted code, contains no missing lines, and has no issues with indentation. Thoroughly test & benchmark the code to ensure it meets the requirements.

Suggested change
3. Click on save. This is the point the assistant is actually created - nothing is saved to Glific until you click save here.
4. This navigates to the assistant versions listing page.
<img width="1233" height="750" alt="Screenshot 2026-04-14 at 2 59 16 PM" src="https://github.com/user-attachments/assets/9078b2a2-24d4-4621-895b-c3f84f257caf" />
5. From here, copy the assistant id and use it in the flow.
1. Click on save. This is the point the assistant is actually created - nothing is saved to Glific until you click save here.
1. This navigates to the assistant versions listing page.
<img width="1233" height="750" alt="Screenshot 2026-04-14 at 2 59 16 PM" src="https://github.com/user-attachments/assets/9078b2a2-24d4-4621-895b-c3f84f257caf" />
1. From here, copy the assistant id and use it in the flow.
🧰 Tools
🪛 markdownlint-cli2 (0.23.0)

[warning] 28-28: Ordered list item prefix
Expected: 1; Actual: 3; Style: 1/2/3

(MD029, ol-prefix)

[warning] 29-29: Ordered list item prefix
Expected: 2; Actual: 4; Style: 1/2/3

(MD029, ol-prefix)

[warning] 32-32: Ordered list item prefix
Expected: 3; Actual: 5; Style: 1/2/3

(MD029, ol-prefix)

🤖 Prompt for AI Agents 
Verify each finding against current code. Fix only still-valid issues, skip the
rest with a brief reason, keep changes minimal, and validate.

In `@docs/5`. Integrations/Creating and modifying assistants in Glific.md around
lines 28 - 32, Fix the ordered-list numbering around the assistant creation
steps by using consistent Markdown list prefixes, preferably `1.` for each item,
while keeping the rendered sequence as steps 3–5 and preserving the intervening
image content.

Source: Linters/SAST tools


## Assistant status

@coderabbitai coderabbitai Bot Jul 15, 2026

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📐 Maintainability & Code Quality | 🟡 Minor | ⚡ Quick win

Add blank lines around headings.

markdownlint reports MD022 for these headings. Ensure each heading has a blank line before and after it.

Also applies to: 40-40, 48-48, 67-67

🧰 Tools
🪛 markdownlint-cli2 (0.23.0)

[warning] 34-34: Headings should be surrounded by blank lines
Expected: 1; Actual: 0; Below

(MD022, blanks-around-headings)

🤖 Prompt for AI Agents 
Verify each finding against current code. Fix only still-valid issues, skip the
rest with a brief reason, keep changes minimal, and validate.

In `@docs/5`. Integrations/Creating and modifying assistants in Glific.md at line
34, Update the headings in “Creating and modifying assistants in Glific.md,”
including “Assistant status” and the other referenced headings, so each has
exactly one blank line before and after it to satisfy markdownlint MD022.

Source: Linters/SAST tools

Each assistant in the list page shows a status chip, so you can tell at a glance whether it's ready to use:
- Ready - the assistant is live and usable in flows.
- In Progress - a new version is being prepared (for example, right after you save changes or add files). Wait for this to finish before using the assistant.
- Failed - the last update didn't complete successfully. The assistant continues to run on its previous live version; check the assistant for details and try saving your changes again.

## Modifying an assistant
1. From the assistant list page, click on “edit” the assistant action.
<img width="1098" height="367" alt="Screenshot 2026-04-14 at 2 46 55 PM" src="https://github.com/user-attachments/assets/d08527ee-29d3-44bf-9a3d-ce15a45bea8c" />

2. This takes to the assistant version listing page
3. Make the required changes to the assistant
4. Changing the model, changing the prompt, adding or removing files from the knowledge base, or changing the temperature of the assistant leads to showing “unsaved changes”

### Uploading files to the knowledge base
When you add files to an assistant's knowledge base:
- Each file uploads on its own and shows its own progress - a clock icon while it's queued, a spinner while uploading, a green check once attached, or an error icon if it failed.
- Hovering over a failed file's error icon shows the reason it failed.
- Failed files can be retried individually, using the retry button next to that file, without having to re-select and re-upload every other file.
- You can't save your changes while any file is still in a failed state - remove it or retry it first.
- Files larger than 20 MB are rejected with a warning. If you select multiple files at once and any of them is over the limit, none of them are uploaded - remove the oversized file(s) and try again.

<img width="1233" height="730" alt="Screenshot 2026-04-14 at 3 00 53 PM" src="https://github.com/user-attachments/assets/af8f42d4-9072-4722-af80-eb0874b301d5" />

5. Click on “save” to save the modifications done.
Expand All @@ -47,12 +64,17 @@ This doc details how to create new assistants, modify the created assistants and
<img width="1228" height="718" alt="Screenshot 2026-04-14 at 3 04 25 PM" src="https://github.com/user-attachments/assets/ba351b06-8b51-4094-8556-cb603cf71263" />


## Copying the assistants
1. In the assistants list page, there is an action to “copy” the assistants
<img width="1091" height="404" alt="Screenshot 2026-04-14 at 2 47 02 PM" src="https://github.com/user-attachments/assets/c45fc0a0-fb45-4929-9ba9-497ce1a9aab5" />
## Cloning an assistant
A `Clone Assistant` button is available when editing an assistant, but only for legacy assistants with a knowledge base created before February 10, 2026. If you don't see the button, your assistant either isn't eligible or has already been cloned.

1. Open the assistant you want to clone (from the assistant list page, click "edit" on its action).
2. Click `Clone Assistant`.
3. A confirmation dialog, "Cloning May Affect Responses," explains that a cloned assistant may behave differently from the original, and recommends reviewing responses or running evaluations after cloning. Click `Proceed` to continue, or cancel to back out.
4. While cloning runs, the button shows `Cloning` with a spinner. This can take a little while, since the assistant's files are downloaded from OpenAI and re-uploaded to the new assistant.
5. Once done, you'll see a success notification and the button becomes disabled with an "Already cloned" tooltip - each eligible assistant can only be cloned once.
6. If cloning fails, the button changes to `Retry cloning` so you can try again without repeating the earlier steps.

2. This creates a replica of the presently live version of the assistant, including the prompt, temperature and the knowledge base.
3. This action is needed in order to modify knowledge bases associated with assistants created before 10th March 2026.
Cloning creates a replica of the assistant's presently live version, including the prompt, temperature, and knowledge base, so you can modify the knowledge base on the new copy - something that isn't possible directly on these older, legacy assistants.


### Main points to note about assistant id and set as live action
Expand Down
7 changes: 4 additions & 3 deletions docs/5. Integrations/Filesearch Using OpenAI Assistants.md
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Original file line number Diff line number Diff line change
Expand Up @@ -4,7 +4,7 @@
<tr>
<td><b>6 minutes read</b></td>
<td style={{ paddingLeft: 40 }}><b> Level: Advanced</b></td>
<td style={{ paddingLeft: 40 }}><b>Last Updated: April 2026</b></td>
<td style={{ paddingLeft: 40 }}><b>Last Updated: July 2026</b></td>

@coderabbitai coderabbitai Bot Jul 15, 2026

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🎯 Functional Correctness | 🟡 Minor | ⚡ Quick win

🧩 Analysis chain

🏁 Script executed:

#!/bin/bash
set -euo pipefail

file='docs/5. Integrations/Filesearch Using OpenAI Assistants.md'

# Show the relevant section with line numbers
sed -n '1,120p' "$file" | cat -n

printf '\n---\n'

# Search for the cloning eligibility wording across the repo
rg -n --hidden --no-ignore-vcs 'March 10, 2026|February 10, 2026|cloning eligibility|created before' .

Repository: glific/docs

Length of output: 9514

🏁 Script executed:

#!/bin/bash
set -euo pipefail

file='docs/5. Integrations/Creating and modifying assistants in Glific.md'

sed -n '55,80p' "$file" | cat -n

printf '\n---\n'

rg -n --hidden --no-ignore-vcs 'February 10, 2026|March 10, 2026|Clone Assistant|knowledge base' 'docs/5. Integrations'

Repository: glific/docs

Length of output: 5203

Align the clone-eligibility date with the assistant guide.
docs/5. Integrations/Filesearch Using OpenAI Assistants.md:83 says assistants created before March 10, 2026 are eligible, but docs/5. Integrations/Creating and modifying assistants in Glific.md uses February 10, 2026. Make the date consistent.

🤖 Prompt for AI Agents 
Verify each finding against current code. Fix only still-valid issues, skip the
rest with a brief reason, keep changes minimal, and validate.

In `@docs/5`. Integrations/Filesearch Using OpenAI Assistants.md at line 7, Update
the date referenced in the assistant guide’s clone-eligibility content to match
the established February 10, 2026 cutoff used in “Creating and modifying
assistants in Glific.md”, ensuring both guides are consistent.

</tr>
</table>
</h3>
Expand All @@ -30,7 +30,7 @@ Glific’s File Search using OpenAI Assistant enables users to upload documents
## How to Create an Assistant in Glific

#### Step 1: Create a new AI Assistant
Click on `AI Assistant` from the left sidebar, then select `Create Assistant` to generate a blank assistant.
Click on `AI Assistant` from the left sidebar, then select `Create Assistant`. This opens the assistant creation form - nothing is created until you fill it in and save.

<img width="1464" height="833" alt="Screenshot 2026-04-09 at 2 26 06 PM" src="https://github.com/user-attachments/assets/74d8515e-aed1-4267-95ea-fe33b421ce9c" />

Expand All @@ -41,7 +41,7 @@ Define the following parameters:

- Provide a name to the assistant.

- Choose the model from the drop-down list.
- Choose the model from the drop-down list. This list shows a fixed set of supported models (currently `gpt-4o`, `gpt-4o-mini`, `gpt-4.1`, `gpt-4.1-mini`) rather than every model available on the provider's account.

<img width="490" height="207" alt="image" src="https://github.com/user-attachments/assets/29577251-c967-438a-b2d4-ffb702ffe650" />

Expand All @@ -66,6 +66,7 @@ These files will be utilized by the assistant to generate responses and each fil
- Once the files are added, click on `Save`. This will show the status of the Assistant setup.
- Ready — assistant is live and usable
- In Progress — a new version is being prepared
- Failed — the last update didn't complete successfully; the assistant keeps running on its previous live version

@coderabbitai coderabbitai Bot Jul 15, 2026

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🎯 Functional Correctness | 🟡 Minor | ⚡ Quick win

Add recovery guidance for Failed assistants.

Explain that users should check the assistant details and retry saving their changes, so the status is actionable rather than informational only.

Suggested wording 
-    - Failed — the last update didn't complete successfully; the assistant keeps running on its previous live version
+    - Failed — the last update didn't complete successfully; the assistant keeps running on its previous live version. Check the assistant for details and try saving your changes again.
📝 Committable suggestion

‼️ IMPORTANT
Carefully review the code before committing. Ensure that it accurately replaces the highlighted code, contains no missing lines, and has no issues with indentation. Thoroughly test & benchmark the code to ensure it meets the requirements.

Suggested change
- Failed — the last update didn't complete successfully; the assistant keeps running on its previous live version
- Failed — the last update didn't complete successfully; the assistant keeps running on its previous live version. Check the assistant for details and try saving your changes again.
🤖 Prompt for AI Agents 
Verify each finding against current code. Fix only still-valid issues, skip the
rest with a brief reason, keep changes minimal, and validate.

In `@docs/5`. Integrations/Filesearch Using OpenAI Assistants.md at line 69,
Update the Failed assistant status description in the integrations documentation
to instruct users to check the assistant details for the failure and retry
saving their changes. Keep the existing explanation about the previous live
version while making the status actionable.



<img width="1033" height="635" alt="image" src="https://github.com/user-attachments/assets/8087fe11-4022-4e5d-8751-6a3124e8147c" />
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