How to Configure an AI Agent

Overview

After creating an AI Agent, you can configure its modules to define how the agent interacts with candidates and collects or processes information. The available modules depend on the entity your ATS supports.

Before you begin

Before configuring an AI Agent, ensure that you have already created the agent.

Related article: How to Create an AI Agent

Configure the Greeting module

The Greeting module defines the initial message that the AI Agent sends when it starts a conversation.

Follow the steps below to configure the greeting displayed to candidates:

1. Open the AI Agent you want to configure.
2. Select the Greeting module.
3. Enter or update the greeting message.
4. Add variables or emojis for personalization, if required.
5. Save your changes.

Configure the Data Collection module

The Data Collection module collects information from candidates during the conversation.

Follow the steps below to add and configure the questions you want to ask:

1. Click the Data Collection section or Configure to edit the module.
2. Click +Add Question to add questions that capture candidate details. 
3. Use the File Upload tab to add questions related to file uploads such as resume, cover letter, reference letter, work authorization, etc as per your requirements.

4. To personalize a question (for outbound chats), use the Variable Picker to select and map an ATS variable. The mapped variable is then included in the question.

5. Click Save. Please note that you will have to click Save even after editing an existing question.

6. Map responses to ATS Writeback Field (optional).

7. In the Instructions section, define instructions and conditions that you want the agent to follow (optional).

8. You can use the Additional Configurations (if needed):

   1. Enable confirmation of collected data - Toggle on to show a summary of the information collected from the user and allow them to review and confirm it before proceeding.
   2. Trigger email notification - Toggle on to send an email notification with the collected user details after the data collection step is completed.

Understanding Question Limits

There is a limit of 30 questions. Once 30 questions have been added, the Add Question button is automatically disabled.

A warning message is displayed after 15 questions, but you can continue adding questions until the maximum limit of 30 is reached.

Use the Variable Picker to map a question to a variable. 

When the ATS Writeback field mapping is successful, the picker turns green. Hover over the picker to view the mapped variable.

The question counter shows the current number of questions and the maximum allowed (for example, 1/30).

Note: A minimum of 1 question is required. It is required to save the questions after you add them.

 ATS Writeback Fields and instructions are optional and can be used only if needed.

Variables can be added to questions only for outbound chatbots.

Restriction: Do not use "File Upload" questions in case your required channel is Voice. File upload question types are not supported in the Voice channel.

Configure the Screening module

The Screening module is available for applicable screening use cases. You can use it to configure the questions and instructions that the AI Agent uses to screen candidates.

You can follow the steps below to configure screening questions:

1. Click on the Screening Module or Configure to edit the module.
2. Define screening questions either using AI-Powered or Predefined Questions.
   1. AI-Powered Questions - Enable this option to generate screening questions using the mapped job variable automatically.
   2. Predefined Questions - Enable this option to use selected questions from the Data Collection module or add your own questions for screening.
   3. Search or Add Questions - This field appears only when Predefined Questions is selected. Use it to search for existing questions from Data Collection or add new screening questions.
3. Add instructions or conditions that the Agent should follow while conducting screening (for example, what to include or avoid during the conversation). This is optional.

The banner guides you through the configuration process and updates based on your progress.

Note: Job description and Job title are the mandatory fields.

After the required fields are configured, the banner displays the Manage option, allowing you to configure additional ATS fields.

Click Manage to access the Add More Fields option and configure optional ATS fields.

Note: Only optional fields can be removed. Required fields cannot be deleted.

To use the Screening Module in Agent Builder, the required Job ATS fields must first be mapped to their corresponding EADs. These mappings allow the Agent to access job information and dynamically generate relevant screening questions based on the Job Description and other job-related parameters.

The required Job Field EAD mappings can be configured through the ATS Mapping section in the Sense Configuration page.

If you do not plan to use the Screening Module, you can disable the module within Agent Builder.

Important

After completing the required ATS field mappings, contact your Customer Success Manager to enable the necessary configurations on the Sense side before using the Screening module.

Configure the FAQ module

The FAQ module allows the AI Agent to use Knowledge Base content to respond to candidate questions.

You can follow the steps below to configure the knowledge sources available to the AI Agent.

1. Click on the FAQ to edit the module.
2. Select the Brand for which the AI Agent should answer FAQs. If there is only one Brand, the Brand is auto-selected and locked. 
3. Under Content Access, choose the Knowledge Base content that the Agent can refer to while answering user questions. You can search and select specific content or keep full access enabled. 
   1. Full Access is selected by default, and you can change it if needed.
4. Enable Trigger email notification if you want to be notified when the Agent is unable to answer a question and a fallback is triggered.
5. In Recipient Email, select the email variable or even type the email ID where the notification should be sent. 
6. Use CC to add additional recipients who should receive the notification (optional). 
7. Once all configurations are completed, click Save to apply the changes.
   

Configure the Closing & Feedback module

The Closing & Feedback module defines how the AI Agent ends a conversation and optionally collects feedback.

You can follow the steps below to configure the closing message and feedback settings:

1. Open the Closing & Feedback module.
2. Enter or update the closing message.
3. Add variables or relevant response information, if required.
4. Enable Feedback Collection, if needed.
   
5. Customize the feedback question.
6. Save your changes.

Complete the configuration checklist

As you configure the AI Agent, the checklist updates automatically to help you ensure it is fully configured and ready for testing.

1. Review each available module.
2. Ensure all required modules are marked as Configured.
3. Resolve any warnings or incomplete configuration items.
4. Review the agent settings.
5. Save any pending changes.

Next steps

After completing the configuration, test the AI Agent to verify that it behaves as expected.

Related article: How to Test an AI Agent