Simple Transformation Settings

Search & replace

Use this function to automatically rewrite specific phrases within your knowledge sources before they reach the AI agent.

By defining these transformations, you can ensure the AI never "learns" or repeats outdated instructions found in your documentation. This allows you to repurpose existing help articles while keeping the AI's guidance chat-centric.

How it Works

The tool scans your uploaded sources and replaces defined strings of text with your preferred phrasing. This ensures the AI provides answers based on the transformed data rather than the original text.

Example 1: Rephrase text

If your documentation was originally written for a website or email, you can transform that source text so the AI agent only sees chat-appropriate instructions.

• Original Source Text: "For more support, you can send us an email."

• Transformed Source (What the AI reads): "For more support, I can connect you with a human agent right here in this chat."

Example 2: Change links

Use Search and Replace when you need to redirect the AI to a different destination or update a specific part of a URL (like a language code or a retired subdomain).

• Scenario: You’ve moved your help articles from a "Legacy" site to a new "Docs" portal.

• Original Source Text: See the guide at legacy.ebbot.ai/setup

• Search and Replace Setting: Find legacy.ebbot.ai -> replace with docs.ebbot.ai

• AI Agent Output: "You can find the setup guide at docs.ebbot.ai/setup."

Append

Use these functions to automatically wrap your source data with extra context at the beginning (Prepend) or the end (Append) of a specific field.

This is ideal for adding "Global Instructions" or "Identity Tags" to your data before the AI processes it, without having to manually edit every single row in your database or document.

Example 1: Adding a disclaimer

If you want the AI to always treat a specific set of data as "Internal Only," you can append a note to the end of the source text.

• Original Source Field: "Our holiday policy allows for 25 days of PTO per year."

• Append Setting: " (Note: This applies only to full-time employees)."

Example 2: Adding query to URL

You can use this function to automatically update links within your sources. This is perfect for adding tracking queries or redirecting users to specific versions of a page without manually editing your original documents. Compared to the search & replace example this is primarily useful for fields that only consist of a URL, for example the URL-field in a webscrape.

• Original Source Text: "Find more info at www.ebbot.ai"

• Transformed Source (What the AI reads): "Find more info at www.ebbot.ai?ebbot-ai"

Truncate

The Truncate function is your "editor’s scissors." It allows you to set a hard limit on the length of a text field to prevent the AI from processing (or being overwhelmed by) excessively long or repetitive source data.

Best of all, you can add a Suffix to the cut-off point so the AI knows exactly where to direct the user for the full story.

Example 1: Truncating for Concise Responses

If your source contains a massive, 2,000-word policy but you only want the AI to focus on the introduction, you can truncate the text at a specific character or word count.

• Scenario: Your "Returns Policy" document is too long for a quick chat answer.

• Original Source Text: "Our returns policy is comprehensive. First, ensure the item is in its original packaging. Second, locate your receipt. Third, fill out the 5-page form found in the box. Fourth, ship it to our warehouse in Kiruna..." [1,500 more words]

• Truncate Setting: Limit to 100 characters + Add Suffix: "... [Read more at ebbot.ai/returns]"

• Transformed Source (What the AI reads): "Our returns policy is comprehensive. First, ensure the item is in its original packaging... [Read more at ebbot.ai/returns]"

• AI Agent Output: "To return an item, make sure it is in its original packaging. For the full step-by-step guide, please visit ebbot.ai/returns."