Ace AI Admin Configuration Guide

Complete setup guide for new administrators

Quick Navigation

• Overview & Getting Started
• AI Settings & Team Branding
• Assistant Settings & Organizational Preferences
• Prompts & Workflow Automation
• Knowledge Base Management
• Best Practices & Tips

Overview & Getting Started

Welcome to Ace AI! This guide will walk you through the essential configuration steps to get your organization set up for maximum productivity and AI assistance quality.

What You'll Configure:

• Team Branding & Identity: Help Ace understand your organization
• Assistant Behavior: Set writing style, tone, and organizational rules
• Prompt Library: Create powerful workflow automation
• Knowledge Base: Self-managing CRM understanding system

Pro Tip: Complete these configurations in order for the best experience. Each section builds upon the previous one to create a comprehensive AI assistant tailored to your organization.

AI Settings & Team Branding

Team branding helps Ace understand your organization's identity and primary contact information. This foundational information enables more accurate and contextually appropriate responses.

1️⃣ Organization Identity

Required Information:

• Company Name: Your official business name
• Website URL: Primary company website
• Phone Number: Main business contact number
• Primary Markets: Geographic areas you serve

2️⃣ Why This Matters

When Ace knows your organizational identity, it can:

• Automatically include your contact information in communications
• Reference your company name and services appropriately
• Understand geographic context for leads and market-specific advice
• Maintain brand consistency across all AI-generated content

⚠️ Important: Ensure all information is accurate and up-to-date. This data will be used across all AI interactions and communications.

Assistant Settings & Organizational Preferences

Assistant settings allow you to customize how Ace communicates and behaves across your entire organization. These settings apply to all users unless overridden by individual preferences.

1️⃣ Writing Style & Tone

Available Options:

• Professional: Formal, business-appropriate communication
• Conversational: Friendly but professional tone
• Direct: Concise, to-the-point responses
• Consultative: Advisory and educational approach

2️⃣ Special Instructions

Set organization-wide rules and preferences that Ace will follow. Examples include:

Example 1:

"Always end emails with our company tagline: 'Your Success is Our Mission.' When discussing pricing, always mention our flexible payment options."

Example 2:

"Use industry-specific terminology for real estate. Refer to customers as 'clients' not 'customers.' Always prioritize follow-up speed in recommendations."

3️⃣ Organizational Policies

Configure policies that align with your business practices:

• Response time expectations for leads
• Preferred communication channels
• Compliance requirements (GDPR, etc.)
• Brand voice guidelines

? Best Practice: Start with general guidelines and refine based on usage. You can always update these settings as your team's needs evolve.

Prompts & Workflow Automation

Prompts are powerful workflow automation tools that allow you to execute complex tasks with a single click. They can range from simple commands to multi-step complex workflows.

For Advanced Prompt Management:
This section provides foundational understanding. For comprehensive prompt creation strategies, advanced techniques, and best practices, refer to our Advanced Prompt Management Guide.

1️⃣ Understanding Prompts

What Prompts Can Do:

• Simple Commands: "Send follow-up email to active leads"
• Complex Workflows: Multi-step processes with conditional logic
• Granular Control: Specific instructions for exact outcomes
• Vague Instructions: High-level goals that Ace interprets intelligently

Examples:

Simple Prompt Example:
"Update lead status to 'Hot' and schedule follow-up call for tomorrow"

Complex Prompt Example:
"Analyze this lead's interaction history, determine their buying stage, create personalized follow-up sequence, and update their profile with behavioral insights"

2️⃣ Prompt Organization

Two Types of Prompts:

• Organization-Wide Prompts: Created by admins in the admin panel
• Personal Prompts: Created by individual users in their settings modal

Drag & Drop Ordering:

Prompts can be reordered by dragging and dropping. The order determines how they appear in the Ace embedded app's prompt menu.

3️⃣ Smart List Integration

Prompts become extremely powerful when paired with Smart Lists for processing manual outreach:

Power Combination Example:

1. Create Smart List: "New leads from last 24 hours"
2. Apply Prompt: "Research lead background, craft personalized introduction email, and schedule 3-day follow-up sequence"
3. Result: Efficient, high-quality outreach at scale

4️⃣ Suggested Mode

Available in the embedded app settings, Suggested Mode uses contact record analysis to recommend the top 5 most relevant prompts for each contact. 

This feature:

• Analyzes contact behavior and interaction history
• Considers lead stage and engagement level
• Suggests contextually appropriate actions
• Saves time by surfacing the most relevant workflows

? Workflow Tip: Start with 3-5 essential prompts that cover your most common tasks. Add more specialized prompts as your team identifies recurring workflows.

Knowledge Base Management

The Knowledge Base is a self-managing, self-healing knowledge graph that helps Ace understand how your Follow Up Boss installation is configured. This enables intelligent assistance with minimal configuration.

1️⃣ How It Works

Self-Managing Features:

• Automatic Discovery: Learns your FUB configuration automatically
• Self-Healing: Updates when you make changes in FUB
• Intelligent Mapping: Understands relationships between contacts, stages, and workflows
• Contextual Understanding: Interprets vague commands based on your specific setup

2️⃣ Practical Benefits

With a properly configured Knowledge Base, you can give Ace high-level instructions and it will figure out the specifics:

Example 1:
You Say: "Update the contact from our meeting today"
Ace Understands: Which contact, what meeting details to add, appropriate stage progression, and follow-up actions needed

Example 2:
You Say: "Move this lead to the next stage"
Ace Knows: Current stage, next appropriate stage in your pipeline, required actions for stage transition

3️⃣ Feature Controls

If there are specific features you want the AI to never apply, toggle them OFF in the Knowledge Base settings:

Example Feature Toggles:

• ❌ Move contacts to "Closed" stage - DISABLED
• ✅ Auto-assign leads to team members - ENABLED
• ✅ Send automated email sequences - ENABLED

Example: If you want the AI to never move contacts to "Closed" stage, toggle that feature OFF. Ace will then avoid this action in all workflows.

4️⃣ Automated Notes

The AI automatically adds contextual notes about items and actions:

• Records reasoning behind stage changes
• Documents workflow triggers and outcomes
• Tracks interaction patterns and insights
• Maintains audit trail of AI actions

5️⃣ Manual Notes (Not Recommended)

While you can add manual notes to the Knowledge Base, it's generally not recommended because:

• The system auto-updates and may override manual changes
• AI-generated notes are more accurate and contextual
• Manual notes can conflict with automatic discovery
• Self-healing features work best with minimal manual intervention

⚠️ Important: Let the Knowledge Base learn and update automatically. Manual interventions should only be used for critical corrections that the AI cannot detect.

Best Practices & Tips

Quick Start Checklist

1. ✅ Complete team branding information
2. ✅ Set organizational tone and style preferences
3. ✅ Create 3-5 essential prompts for common workflows
4. ✅ Review and configure Knowledge Base feature toggles
5. ✅ Test with a few sample interactions
6. ✅ Train your team on prompt usage

Optimization Tips

• Start Small: Begin with basic configurations and expand gradually
• Monitor Usage: Track which prompts are most effective
• Iterate: Refine prompts based on actual results
• Team Feedback: Regularly collect input from users
• Stay Updated: New features are added regularly

Troubleshooting

If Ace isn't performing as expected:

1. Check that team branding information is complete
2. Verify Knowledge Base has had time to sync (24-48 hours)
3. Review prompt wording for clarity
4. Ensure FUB permissions are properly configured
5. Contact support if issues persist

Next Steps

Once you've completed this basic configuration:

• Explore advanced prompt creation techniques
• Set up team-specific workflows
• Configure integrations with other tools
• Review analytics and optimization opportunities

Need Help? Contact our support team or check out our comprehensive documentation library.

Last Updated: January 2024 | Version 1.0