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Managing assistants

In the admin environment, administrators can see the organization’s assistants, their own assistants, and colleagues’ public assistants. They can view, copy, and share these assistants. Organization administrators can also make assistants available organization-wide.

Assistant overview​

The assistant overview shows assistants from the organization, your own assistants, and assistants that colleagues have set to Public. It does not include colleagues’ personal assistants. Use the filter at the top to choose what you see:

  • All
  • Public from employees
  • Organization
  • Mine

Below the filter, you can see how many personal assistants there are as well. These are not visible.

The Creator column shows You or the creator’s name, with Public, Personal, or the organizational unit that owns it underneath. You also see the model used, the status, and when the assistant was created. The action menu only shows the actions you are actually allowed to perform on that assistant.

Read Assistants to learn how employees choose whether their assistant is public or personal.

Copying public assistants​

An administrator can copy public assistants from colleagues within their own organizational unit. An organization administrator can do this across the entire organization. When copying, you choose whether the copy becomes Public or Personal. The copy has no sharing settings. The creator’s assistant does not change.

If you choose Edit for a colleague’s assistant, AI-Public asks Make a copy to edit? Only the creator can modify the original. After confirming, the copy opens in the editor.

n8n workflows​

Via Assistants → Workflow assistants → New workflow → n8n workflow, administrators can register an n8n workflow. This workflow starts an n8n webhook directly from AI-Public. Always use the production URL of an n8n Webhook Trigger with POST and header authentication for this.

See n8n workflows for the full configuration in AI-Public and n8n.

Sharing assistants​

Administrators can share the assistants they manage, such as organization assistants, with user groups and colleagues. If you want to use a colleague’s public assistant more broadly, make a copy and share that.

Sharing does not change the status: an assistant in Draft remains a draft after sharing.

Organization-wide sharing​

Only an organization administrator can enable organization-wide sharing. The assistant then automatically becomes available to all employees of the organization and appears in their assistant overview.

Efficient sharing

Organization-wide sharing is especially useful for assistants that can be used by everyone, such as a general customer service assistant or a product information assistant. This way, you do not have to select each group and employee manually.

Assistant status​

Assistants can have two statuses:

  • Draft - The assistant is still in development and only visible to the creator
  • Visible - The assistant is published and can be shared with others

For assistants you manage, such as your own assistants and organization assistants, you can change the status. For a colleague’s public assistant, you can only view the status. The creator remains in control of the status.

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