Associating Actions with assistants

Like files and crawlers, Actions must be associated with assistants to make them available during conversations. This association allows you to precisely control which functionalities each assistant can use.

How to associate Actions with assistants

Method 1: Assistant management

1. Select the assistant you want to configure
2. In the sidebar menu, click on "Actions"
3. You'll see the list of all available Actions
4. Check the Actions you want to make available to this assistant
5. Click "Save changes" to activate the Actions

Method 2: During Action creation

1. In the final stage of creating a new Action
2. You can immediately select which assistants to associate it with
3. Saves time in initial configuration

Association strategies

Role-specialized association

Principle: Each assistant has only the Actions relevant to its specific role

Practical example:

• Customer Support Assistant:
  • Create support ticket
  • Check order status
  • Send follow-up email
  • Escalate to human support
• Sales Assistant:
  • Create lead in CRM
  • Book demo/appointment
  • Send quote
  • Update sales pipeline
• Booking Assistant:
  • Check availability
  • Create booking
  • Send confirmation
  • Modify/cancel reservation

Advantages:

• Greater security (each assistant can only do what it's supposed to)
• More focused user experience
• Less confusion in the AI about which action to use
• Easier maintenance and debugging

Hierarchical association

Principle: Actions organized by level of complexity or importance

• Basic Assistant: Only simple and safe Actions
  • Send information via email
  • Create simple contact
  • Save information request
• Advanced Assistant: More complex Actions
  • All basic assistant Actions
  • Ticket creation with workflow
  • CRM system integration
  • Appointment management
• Premium Assistant: Business-critical Actions
  • All previous Actions
  • Financial operations (refunds, discounts)
  • Customer account modifications
  • Access to sensitive data

Managing associations

Gradual activation

Recommended approach for new Actions:

1. Initial test: Associate the Action only with a test assistant
2. Validation: Verify it works correctly
3. Limited rollout: Activate on non-critical assistants
4. Monitoring: Check performance and any errors
5. Full rollout: Extend to all appropriate assistants

Temporary deactivation

When you might need to temporarily disable an Action:

• External API maintenance: Third-party service is temporarily unavailable
• Security issues: Discovery of vulnerability requiring fix
• Functional errors: The Action doesn't behave as expected
• Updates: Parameter or logic modifications

Monitoring Action usage

Metrics to monitor

• Usage frequency: How many times each Action is called
• Success rate: Percentage of calls completed successfully
• Response time: How long the external service takes
• Common errors: Most frequent error types
• User satisfaction: Qualitative feedback on usefulness

Per-assistant analysis

In each assistant's management you can see:

• Which Actions are associated and active
• Usage statistics for each Action
• Specific errors and issues
• Overall automation performance

Common problem resolution

Action never gets used

Possible causes and solutions:

• Unclear description: Improve the Action description for the AI
• Too complex parameters: Simplify required parameters
• Inappropriate context: Verify the Action is relevant for the assistant
• Assistant prompt: Update the prompt to mention operational capabilities

Action used incorrectly

Possible causes and solutions:

• Ambiguity in description: Better specify when to use the Action
• Conflict between Actions: Two similar Actions confuse the AI
• Poorly defined parameters: Better clarify required parameters
• Lack of examples: Provide usage examples in the description

Frequent execution errors

Resolution strategies:

• Parameter validation: Add more rigorous checks
• API error handling: Improve error response handling
• Timeout management: Configure appropriate timeouts
• Fallback mechanism: Define what to do if the Action fails

Best practices for associations

Principle of least privilege

• Associate only the Actions strictly necessary for each assistant
• Avoid giving all assistants all available Actions
• Consider the impact of each Action before associating it
• Document the reason for each association

Security segregation

• Sensitive Actions: Only to assistants for authenticated users
• Financial Actions: Limit to assistants with strict controls
• Modification Actions: Not for public assistants without supervision
• Deletion Actions: Always require explicit confirmation

Testing and validation

• Cross-functional testing: Verify Actions don't interfere with each other
• Real scenario testing: Simulate complete conversations with multiple Actions
• Error handling testing: Verify behavior when Actions fail
• Continuous monitoring: Regularly check performance

Association documentation

• Assistant-actions matrix: Table showing all associations
• Reasons: Why each Action was associated with specific assistants
• Limitations: Any usage restrictions for each association
• Emergency procedures: How to quickly disable problematic Actions