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Ongoing maintenance and development of your AI expert: a never-ending process of improvement

Your AI expert is not a product you create once and then forget about. To maintain its value, relevance and competitiveness in the rapidly evolving world of AI, it requires a certain amount of ongoing maintenance and strategic development on your part. This process is key to your long-term success and client satisfaction.

25.1 Regularly update and add to your know-how (keep AI "fresh")​

Your expertise and knowledge are constantly evolving. You are learning new things, creating new content, gaining valuable real-world experience and responding to current trends in your industry. In order for your AI expert to stay relevant and provide maximum value, it's essential to "pass on" this new knowledge on a regular basis.

  • Why it's important:
    • It keeps the information AI provides current and accurate.
    • Increases the value of the AI expert to your clients because it reflects the latest findings.
    • Allows AI to better respond to new types of queries and situations.
  • How often to update:
    • Frequency depends on the dynamics of your industry and how often you produce new content.
    • The recommended interval can be monthly, quarterly, or whenever you produce a significant new block of know-how (e.g., a new online course, e-book, webinar series).
  • What to do specifically:

    1. Gather new material: identify your latest articles, webinar/podcast transcripts, updated workflows, new case studies, answers to frequently asked questions, etc.

    2. Upload them to Google Drive: upload these new files to the appropriate subfolders in your main BuddyPro folder on Google Drive, specifically the sources folder (e.g., sources/Files, sources/Texts, or sources/URLs/URL SOURCES).

    3. Review and delete outdated materials: Review the content in the sources folder and remove or update files that are no longer valid, accurate, or relevant.

    4. Run a sync: Whenever you modify content in the sources folder (add, delete, edit files), you must go into Telegram to chat with your BuddyPro instance and run the command:

      /update

      This command will ensure that any changes are reflected in your AI's knowledge base. Without running it, the AI would not know about new or changed material.

25.2 Continuous Tuning of System Prompt and Onboarding (responding to feedback and new knowledge)​

The personality, behavior, and first impression of your AI expert are not set in stone. Based on user feedback, your own interactions with AI, or changes in your marketing strategy, these key aspects may need to be fine-tuned from time to time.

  • Why it's important:
    • It allows you to respond to user needs and preferences.
    • Helps correct unwanted AI behavior that may occur.
    • Ensures that AI communication is aligned with your current brand and goals.
  • Debugging system_prompt.gdoc:
    • When: If you find that the AI is not behaving consistently, is using an inappropriate tone, or needs to adjust its basic instructions.
    • What to edit: In the system_prompt.gdoc file in your Google Drive root folder, you can:
      • Refine the AI's personality definition (e.g., friendlier, more formal, more empathetic).
      • Add new behavior rules or modify existing ones.
      • Enhance or add disclaimers (e.g., for legal, financial, or health topics).
      • Add a "Critical Errors and Solutions" section to correct specific, recurring errors in AI behavior.
  • Debug onboarding.gdoc:
    • When: If you want to improve the first impression of new users, increase engagement, or update the onboarding information.
    • What to edit: In the onboarding.gdoc file in your Google Drive root folder, you can:
      • Revise the text of welcome messages(first_messages) to make them more enticing, clearer, or to include updated information (e.g., a link to a new onboarding video).
      • Modify the timing or content of automatic onboarding messages(onboarding_messages) that are displayed to users after a certain number of interactions.
  • Key step after editing: after making any changes to the system_prompt.gdoc or onboarding.gdoc files (and saving them to Google Drive) always run the /update command in Telegram in chat with your BuddyPro instance. This will load the modified configurations and make them effective for further interactions with the AI.

25.3 Considering regeneration of expert subroles (after very significant changes in know-how)​

Expert sub-roles are specializations of your AI that are automatically generated based on the loaded know-how. They allow AI to better respond to specific queries within your expertise.

  • When role regeneration is appropriate:

    • When you perform a really major and extensive update or restructuring of your know-how. This may include:
      • Adding content to a complete new flagship course that covers many new topics.
      • A significant overhaul of your core methodology or key concepts.
      • Adding a large amount of new content that fundamentally changes the breadth or depth of your AI knowledge.
    • In such cases, the roles you originally generated may not optimally reflect the current state of your knowledge. Regenerating them will help them to better "shape" themselves according to the new complex know-how.

  • How to perform a complete role regeneration:

    1. First, make sure that all new know-how is uploaded in the sources folder on Google Drive.

    2. Run the /update command in Telegram and wait for it to complete successfully.

    3. Then navigate to the ROLES folder of your BuddyPro instance on Google Drive.

    4. Delete any Google Docs files that contain role definitions (typically have names like Role_NameRole.gdoc).

    5. IMPORTANT NOTE: DO NOT delete the list_of_roles.gdoc file in the ROLES folder! This file contains only a list of the names of the proposed roles and is required for the regeneration process.

    6. After deleting the role definition files, run the following command in Telegram:

      /updateRoles

      This process may take longer depending on the amount of your know-how. The AI will go through the list of role names and create a new, up-to-date definition for each role based on all available know-how.

  • When role regeneration is NOT usually necessary:

    • For minor, ongoing additions to know-how (e.g., adding one article, updating a few paragraphs, a small video).
    • In these cases, the AI will have access to the new information even without role regeneration; it will use it to find relevant snippets of know-how to answer. Roles primarily help the AI to specialize its behavior.

25.4 Keeping up with new features and enhancements to the BuddyPro platform (stay tuned!)​

The BuddyPro platform is not a static product. Our development team is constantly working to improve it, adding new features, optimizing performance, integrating the latest AI models, and fixing any bugs. In order to use your AI expert to its full potential, it's important to stay up-to-date.

  • Why it's important:
    • New features can bring improvements to your AI expert or make it easier to manage.
    • Optimisations can improve speed, improve the quality of responses or reduce costs.
    • You'll be notified of any changes that could affect the functioning of your instance.
  • How to stay informed:
    • BuddyPro Owners Telegram Group: this is your main information channel.
      • Regularly follow the 📣 News and Announcements channel. Here we will communicate any important platform updates, new features, planned maintenance (should they be exceptionally necessary) and other relevant news.
      • Join discussions in other channels of the group to share experiences and get tips from other owners.
    • Webinars, Masterclasses, Q&A: Occasionally we may host online meetings for BuddyPro instance owners to introduce new features, share strategies or answer your questions. You will be notified of these events.
  • Use of new features:
    • When we introduce a new feature or enhancement, think about how it could enrich your AI expert, simplify your work, or improve the user experience for your clients.
    • Consider implementing new features to keep your AI expert on the cutting edge.
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