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Robot — Advanced AI Mode — Train on URLs and PDFs

Advanced AI Mode Overview

Robot has introduced a powerful new feature called Advanced AI Mode. This guide will walk you through its capabilities, setup process, and important considerations.

Key Features

  1. Increased Context Window: 500,000 character context window (vs. 65,000 in standard mode)
  1. File Upload: Ability to upload documents and files for training (.PDF is recommended, but many .doc or .docx files also work).
  1. Website Scraping: Automatically crawl and train on website data (30 page maximum currently)
  1. Optional Usage: Can be enabled as needed, with standard AI mode remaining the default

Setting Up Advanced AI Mode

Accessing Advanced AI Mode

  1. Navigate to the AI Mode tab once you open up a bot in your Robot account
  1. (Optional) Enable standalone AI mode by checking the “AI Mode” checkbox if not using the flow builder. If you want to use the flow builder, leave this unchecked
  1. Fill in the business name (required)
  1. Do not fill in the business context field if using Advanced AI mode, it is not used for Advanced
  1. Click “Save”
  1. Check the “Advanced Mode” checkbox to reveal the Advanced mode config options
  1. Choose between uploading files or entering a URL for web scraping
  1. Once done, click “Train” to begin training
  1. Refresh the page in a couple of minutes time to see the status on the trained data. A green “trained” badge will appear over each item when trained.
  1. (Optional) If you’re using the bot in Hybrid Mode (using the flow builder), you can now use the “Advanced” checkbox in the AI Block in the flow builder to use your trained data from the AI Mode tab

File Upload Process

  1. Select "Train on uploaded files" option
  1. Upload your document (supports various file types)
  1. The system will display the character count of your uploaded content

Web Scraping Process

  1. Select the option to enter a URL
  1. Provide the website URL you want to scrape and click “Crawl”
  1. The system will automatically crawl and extract data, up to 30 pages currently (if you need more, consider converting the site to PDF and uploading as data that way)
  1. Delete any pages that appear in the list of URL’s that you don’t need the bot to know about. This will ensure the highest performance for your bot.

Training Process

  1. After uploading files or entering a URL, click the "Train" button
  1. The system will process your data and create embeddings
  1. Training progress can be monitored by refreshing the page

Usage Notes and Best Practices

  • Ensure you have copyright permission when uploading entire books or copyrighted material
  • The business context field is not necessary when using Advanced AI Mode, it is ignored. You will be able to customise the system message for Advanced mode in a future update.
  • For flow builder integration (Hybrid Mode), leave the standalone AI mode unchecked, and use an AI Block with the “Advanced” option checked within that AI blocks settings
  • Save your configuration in two steps: first save the general settings, then save the advanced settings

Pros and Cons

Users should be aware that there are trade-offs between using standard and advanced modes. A comprehensive guide is coming soon, but in short, if you require complex or precise prompts, you should stick to the standard AI mode which allows you to write your own prompt for the bot. Advanced Mode is intended to be used primarily for question - answer type scenarios, over large sets of data. Overall, standard mode will always have higher performance and finer control, but Advanced Mode allows dramatically larger training datasets by leveraging vector databases and embeddings. We’re excited to be able to offer you both options!

Beta Release Note

  • Advanced Mode is still in BETA
  • Lots of small updates and tweaks to be rolled out over the coming weeks!

Knowledge Base vs. Writing Your Own Prompt

There are two ways to give your bot the information it needs, and choosing between them comes down to how much content you have and how much control you want.

Writing your own prompt means typing your business information directly into a text field. The bot has the full context available for every response, so answers are fast and you keep tight control over exactly what it knows.

Using a knowledge base (the Advanced approach covered above) means uploading files or pointing the bot at a website. The bot then retrieves only the relevant sections for each question, which lets you load in far more material than a single prompt could hold.

The trade-off in short:

  • Writing your own prompt is simpler to set up, gives the bot full context on every reply, and is the better fit for small-to-medium amounts of information — your services, pricing, hours, and standard FAQs. It also gives you the finest control over the bot's wording.
  • Using a knowledge base is the right call when you have extensive documentation, large product catalogs, or existing web content you'd rather import than retype. It supports a much larger volume of training material, with a small trade-off in response speed.

Which to choose: for most small businesses getting started, writing your own prompt is the better starting point — it's simpler and gives the bot full context. Reach for a knowledge base once your information outgrows what's practical to paste into a prompt, or when you simply want to pull in content you already have rather than rewrite it.

You can change your knowledge source at any time without losing your other settings, so you're never locked into your first choice.

Need more help?

If you've worked through this and still need a hand, contact support — we'll dig in with you.

Contact support