Setting up an assistant for the first time
If you see a lock icon next to an assistant's name, it means nobody has configured it yet. That's easy to fix.
Click the gear icon next to the locked assistant
Write custom instructions that tell the AI how to behave. For example:
"Focus on our SaaS customer retention metrics"
"Keep answers short and actionable"
"Use data from Q3 and Q4 only"
DIVACS gives you a default template to start with, but you can adjust it however you like.
Click Save
That's it. The assistant unlocks and you're ready to add files.
Adding knowledge base files to make it smarter
The assistant works better when it knows about your company. Upload documents that give it context, like reports, spreadsheets (exported as PDF), or strategy docs.
You can upload files in two ways:
Drag and drop into the knowledge base area on the right
Click to browse and select files from your computer
What works: PDF, DOC, DOCX, and TXT files up to 30MB each. You can upload up to 5 files at once.
You'll see a progress bar as each file uploads. If something goes wrong, you can retry or dismiss the error. Once uploaded, files appear in a list where you can download or delete them later.
Chatting with the assistant
Now comes the useful part.
Pick an assistant from the left sidebar
Type your question in the input box at the bottom. Something like:
"What are our biggest value drivers this quarter?"
"How should I weight customer retention vs. acquisition?"
"Build a business case for expanding our sales team"
Press Enter or click send
The assistant will think for a second (you'll see a typing indicator), then give you an answer based on your instructions and uploaded files.
All your messages get timestamped so you can scroll back through the conversation.
If you want to add more context mid-conversation, click the paperclip icon to upload another file right from the chat.
Making it better with fine-tuning
See that Fine-tune button at the top of the chat? Click it once you've uploaded files and had a few conversations.
Fine-tuning teaches the assistant to give more accurate responses by learning from your specific documents and how you use it. It runs quietly in the background, so you don't have to wait around.
Managing your knowledge base
The right sidebar shows all the files you've uploaded for the current assistant. Each assistant has its own separate knowledge base.
You can:
Download any file by clicking the download icon
Delete files you no longer need with the trash icon
If an assistant is locked, you won't be able to add or remove files until someone with admin access configures it.
A few things to know
Locked assistants: If you see "Access Restricted" or "Please contact administrator," it means the assistant needs setup or you don't have permission yet. Talk to your DIVACS admin.
File limits: Keep individual files under 30MB. Stick to PDF, DOC, DOCX, or TXT formats. Anything else won't upload.
Privacy: Your data stays secure and private within your company account. The AI only sees what you upload.
Need help?
If something isn't working or you're not sure how to get started, reach out to our support team. We're here to help you get the most out of the AI Assistant.