Handbooks are a valuable resource for organizing and sharing important information within your organization. Whether it's company policies, IT and security guidelines, or an employee handbook, this feature allows you to create and share handbooks effortlessly.
In this guide, we will walk you through the process of creating and managing handbooks using our Handbooks-tool in Alexis along with the help of your own AI assistant directly embedded in our system. Let’s get started!
General
In the overview you will see all handbooks which are published, saved as drafts but also archived ones. For employees, they will only be able to view the published handbooks where they are part of the scope.
Employees will receive a notification when a new handbook has been published and made available to them.
Keep in mind that you need to be an Owner or Admin in Alexis to be able to create and edit handbooks.
Create a handbook
Head over to Company > Handbooks.
Choose a name that reflects the purpose of the handbook, such as "Company Policy," "IT & Security Policy," or "Employee Handbook."
Start creating the different sections of your handbook. You have two ways to do so:
Start by utilizing our AI assistant to generate content. Use prompts to guide the AI, specifying the type of information, tone and presentation style you desire.
You can find examples of prompts to help you get started in our guide here.
If you are happy with the suggested content, add it directly to the corresponding section. Otherwise feel free to regenerate or modify the prompt to get a more fitting result.
Craft the content manually from scratch or adjust the suggested content from our AI according to your requirements. Customize your text with the help of images, headers etc.
If you are starting with manually writing your content first and then use our AI assistant to modify content, don't forget to hit the Save-button first.
Define the scope of employees who should or should not have access to this handbook. These selected employees will also receive a notification when the handbook is published.
Use the "Table of contents" feature to organize and rearrange sections as needed. This allows for easy navigation within the handbook for your employees.
Finally, you have two options:
Publish right away: Make the handbook available to the designated employees.
Save as a draft: If you need to continue working on it later, you can save the handbook as a draft and make further modifications.
Help article: Ready-to-use AI prompt and examples to create a handbook with Alexis AI
Good to know about Handbooks
This section will provide a run-through of the current known limitations about our Handbooks-feature.
Owners & Admins can add and edit handbooks.
Notifications are only sent out once to the scope upon publishing. Edits in the content will not trigger notifications.
You can currently only generate new section content with AI, however, it's not possible to use AI to improve, edit or modify already existing content.
Employees can only access and see the handbooks which have been published and where they are part of the scope. This applies both to Handbooks in Alexis as well as the information they can receive with the help from our Alexis AI Slackbot.
As with all our features, we are always striving for improvements and being even better than we already are! Reach out to us with your thoughts and feedback if you want to help us improve both Handbooks and other parts of Alexis.
Features and known limitations outlined in this guide are current but subject to future changes. We will inform you about updates and changes in our release notes.
Guidelines and things to think of when using AI in your work
Is this your first time using an AI Bot? Read our guidelines and pointers here below where we share some good things to think about while using our AI assistant.
Lack of real-world understanding
Generative AI models lack true comprehension and understanding of the world. Although they can generate coherent responses and mimic human-like conversations, they don't possess genuine knowledge or awareness. They generate responses based on patterns in the training data rather than true understanding.
Over-reliance on training data
Generative AI models heavily depend on the data they are trained on. They learn patterns and biases present in the training data and may produce biased or inaccurate outputs if the training data is skewed or incomplete. They might inadvertently amplify existing biases or generate plausible-sounding but false information.
Inability to reason or explain
While Generative AI models can generate responses, they lack the ability to reason, justify their answers, or provide explanations. They don't have access to external knowledge beyond their training data, so they cannot perform complex logical reasoning or fact-checking.
Difficulty in handling ambiguity
Generative AI models can struggle with ambiguity in questions or prompts. They often interpret input in a literal manner and may produce incorrect or nonsensical responses when faced with ambiguous queries. They lack the common-sense reasoning and contextual understanding that humans possess.
Sensitivity to input phrasing
The phrasing of the input can significantly impact the generated output. Even slight rephrasing of a question or prompt can lead to different responses. This sensitivity to input phrasing can be challenging when users expect consistent and accurate answers.
Ethical considerations
Generative AI models can be used to generate malicious content, misinformation, or inappropriate responses. There is a risk of misuse or abuse, such as generating deepfake content, spreading disinformation, or manipulating individuals. Ensuring responsible use and addressing ethical concerns is crucial.