Ask Your Docs Admin Guide

Configuration and management for portal administrators

Version 1.0 | ClickHelp Documentation Team | June 2025

## Overview This guide provides portal administrators with comprehensive instructions for configuring, managing, and monitoring the Ask Your Docs feature. As an administrator, you control feature availability, usage policies, and compliance requirements for your organization.

Administrator Responsibilities

Feature activation: Enable Ask Your Docs for your portal users
Privacy compliance: Review and accept AI data processing terms
Usage monitoring: Track feature adoption and usage patterns
Access management: Control which users can access AI features

## Prerequisites and Requirements ### License Requirements

License Type	Ask Your Docs Availability	Notes
Professional	✅ Included	Full feature access with standard usage limits
Business	✅ Included	Enhanced usage limits and priority support
Starter	❌ Not included	Upgrade required for access
Trial	✅ Available	Limited usage during trial period

### Administrative Permissions To configure Ask Your Docs, you must have one of the following permission levels:

Portal Administrator: Full configuration and management access

Global Settings Manager: Can modify portal-wide AI settings

Project Manager: Cannot configure Ask Your Docs (view-only access to settings)

## Initial Setup and Configuration ### Enabling Ask Your Docs

Important: Enabling Ask Your Docs allows content from your portal to be processed by external AI services. Review your organization's data governance policies before proceeding.

Access Portal Settings
Navigate to Portal Settings → AI Features in your admin interface.

Locate Ask Your Docs Configuration
Find the "Ask Your Docs" section in the AI features panel.

Review Legal Terms
Read the AI Terms and Conditions carefully. These outline data processing, privacy, and usage policies.

Accept Terms and Enable
Check I accept AI Terms and click Enable & Activate.

Verify Activation
Confirm that the feature status shows as "Active" and users can see Ask Your Docs in their navigation.

### Configuration Options

Basic Settings

Setting	Default Value	Description	Modification
Feature Status	Disabled	Global on/off switch for the feature	Admin configurable
Daily Usage Limit	10 questions	Questions per user per 24-hour period	Contact support to modify
Reset Time	00:00 UTC	When daily limits reset	System-defined
User Access	All contributors	Who can use the feature	Permission-based

### License Validation If Ask Your Docs is not available in your current license:

Contact Account Manager
Reach out to your ClickHelp account manager to discuss license upgrade options.

Request Quote
Use the Request Quote button in the settings interface for immediate pricing information.

Trial Access
For evaluation purposes, temporary access may be available. Click Try for Free if offered.

## User Access Management ### Permission Levels

User Role	Can See Feature	Can Use Questions	Daily Limit	Notes
Portal Admin	✅ Yes	✅ Yes	Standard (10)	Full access plus configuration rights
Author	✅ Yes	✅ Yes	Standard (10)	Primary target user group
Contributor	✅ Yes	✅ Yes	Standard (10)	Can validate content they can edit
Reviewer	✅ Yes	✅ Yes	Standard (10)	Can validate content in review
Reader	❌ No	❌ No	N/A	Feature not visible to readers

### Restricting Access To limit Ask Your Docs access to specific user groups:

Note: Granular access controls are planned for future releases. Current version provides access to all content contributors.

Review User Roles
Audit current user permissions to ensure appropriate access levels.

Modify Contributor Access
If needed, adjust user roles to control who can contribute content (and thus access Ask Your Docs).

Communication Plan
Inform relevant users about Ask Your Docs availability and usage guidelines.

## Monitoring and Analytics ### Usage Tracking Monitor Ask Your Docs adoption and usage through the admin dashboard:

Metric	Description	Location	Update Frequency
Active Users	Users who asked questions in the last 30 days	Analytics → AI Features	Daily
Questions Asked	Total questions submitted across all users	Analytics → AI Features	Real-time
Success Rate	Percentage of questions receiving confident answers	Analytics → AI Features	Daily
Feature Adoption	Percentage of eligible users who have tried the feature	Analytics → AI Features	Weekly

### Audit Log Events All Ask Your Docs administrative actions are logged:

### Performance Monitoring Keep track of system performance indicators:

Service Health: Monitor ClickHelp's status page for any AI service disruptions that might affect Ask Your Docs functionality.

## Privacy and Compliance ### Data Processing Overview When users interact with Ask Your Docs:

Data Flow: User questions and relevant content excerpts are processed by external AI services to generate responses. No content is stored permanently by AI providers.

Data Type	Processing Location	Retention Period	Usage Purpose
User Questions	External AI service	Not retained	Response generation only
Content Excerpts	External AI service	Not retained	Context for responses
Usage Metadata	ClickHelp servers	Analytics period	Feature improvement
Responses	User's browser	Session only	User reference

### Compliance Considerations

GDPR Compliance: Review data processing agreements with your legal team

Industry Regulations: Ensure AI usage aligns with sector-specific requirements

Internal Policies: Verify compliance with organizational data governance

User Consent: Confirm users understand AI processing of their queries

## Troubleshooting Common Issues ### Feature Not Appearing **Symptoms:** Users cannot see Ask Your Docs in navigation **Possible Causes and Solutions:**

Check License Status
Verify Ask Your Docs is included in current license plan in Billing → License Details.

Verify Feature Activation
Confirm feature is enabled in Portal Settings → AI Features.

Check User Permissions
Ensure users have contributor-level access or higher.

### Questions Not Working **Symptoms:** Users can access interface but questions fail **Troubleshooting Steps:**

Check Service Status
Verify ClickHelp AI services are operational via status page.

Review Error Messages
Check browser console and user reports for specific error details.

Test with Different Content
Verify if issue is content-specific or system-wide.

### Usage Limit Issues **Symptoms:** Users hitting limits unexpectedly **Resolution Options:**

Review Usage Patterns
Check analytics for unusual usage spikes or patterns.

Contact Support for Limit Adjustment
Request temporary or permanent limit increases if justified by legitimate usage.

User Education
Provide guidance on effective question strategies to maximize value within limits.

## User Communication and Training ### Announcement Templates #### Launch Announcement Email

Subject: New Feature: Ask Your Docs - AI-Powered Content Validation

Hello [Portal Name] Team,

We're excited to announce the availability of Ask Your Docs, a new AI-powered feature that helps you validate and improve your documentation before publication.

What it does: Ask questions about your content and get instant AI-powered insights into gaps, unclear sections, and areas for improvement.

How to access: Look for "Ask Your Docs" in your left navigation panel with a "NEW" badge.

Getting started: Try asking realistic user questions like "How do I install the software?" to see how well your docs address common queries.

Questions? Contact [Admin Contact] or check our documentation for detailed guidance.

Happy documenting!
[Your Admin Team]

### Training Resources Provide users with these resources for effective adoption: - **Video walkthrough:** 5-minute demo of basic functionality - **Best practices guide:** Question formulation and interpretation tips - **FAQ document:** Common questions about the feature - **Office hours:** Regular sessions for hands-on guidance ## Integration with AnswerGenius ### Positioning Ask Your Docs Ask Your Docs serves as an introduction to ClickHelp's AI capabilities:

Strategic Relationship

Ask Your Docs: AI validation tool for content authors
AnswerGenius: AI assistant for end users and readers
Synergy: Ask Your Docs demonstrates AI value and prepares content for AnswerGenius

### Upgrade Path Communication When users show interest in expanded AI capabilities:

Identify Engaged Users
Monitor usage analytics to find heavy Ask Your Docs users.

Present AnswerGenius Benefits
Explain how AnswerGenius extends AI capabilities to end users.

Facilitate Demos
Arrange AnswerGenius demonstrations for interested stakeholders.

## Additional Resources ### Administrative Tools - **Audit Log Viewer:** Track all Ask Your Docs activities - **Usage Analytics Dashboard:** Monitor adoption and performance - **User Permission Manager:** Control access levels - **Feature Settings Panel:** Configure operational parameters ### Support and Documentation - [ClickHelp AI Terms and Conditions](https://clickhelp.com/legal/ai-terms/) - [Ask Your Docs User Guide](#) - [AnswerGenius Information](#) - [Privacy and Data Processing FAQ](#) ### Contact Information - **Technical Support:** [support@clickhelp.com](mailto:support@clickhelp.com) - **Account Management:** [accounts@clickhelp.com](mailto:accounts@clickhelp.com) - **Security Questions:** [security@clickhelp.com](mailto:security@clickhelp.com)

Ready to get started? Follow the configuration steps above to enable Ask Your Docs for your users and begin improving your documentation quality with AI-powered insights.