---
title: "Ask Your Docs - Admin Guide"
id: "ask-your-docs-admin-guide"
project: "Deep Space Exploration Project Translation Publication"
url: "https://hedronlabs.clickhelp.co/articles/deep-space-exploration-project-translation-publication/ask-your-docs-admin-guide"
updated: 2026-04-21T05:42:19Z
---

# Ask Your Docs \- Admin Guide

# 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.
 1
**Access Portal Settings**

Navigate to Portal Settings → AI Features in your admin interface.
 2
**Locate Ask Your Docs Configuration**

Find the "Ask Your Docs" section in the AI features panel.
 3
**Review Legal Terms**

Read the AI Terms and Conditions carefully. These outline data processing, privacy, and usage policies.
 4
**Accept Terms and Enable**

Check I accept AI Terms and click Enable & Activate.
 5
**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: 1
**Contact Account Manager**

Reach out to your ClickHelp account manager to discuss license upgrade options.
 2
**Request Quote**

Use the Request Quote button in the settings interface for immediate pricing information.
 3
**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.
 1
**Review User Roles**

Audit current user permissions to ensure appropriate access levels.
 2
**Modify Contributor Access**

If needed, adjust user roles to control who can contribute content (and thus access Ask Your Docs).
 3
**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: 2025-06-16 14:30:15 UTC | Admin: john.admin@company.com | Action: FEATURE\_ENABLED | Resource: AskYourDocs | Status: SUCCESS
2025-06-16 14:30:22 UTC | Admin: john.admin@company.com | Action: TERMS\_ACCEPTED | Resource: AI\_Terms\_v1.2 | Status: SUCCESS
2025-06-16 15:45:33 UTC | User: jane.author@company.com | Action: FIRST\_QUESTION | Resource: AskYourDocs | Status: SUCCESS
### 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:\*\* 1
**Check License Status**

Verify Ask Your Docs is included in current license plan in Billing → License Details.
 2
**Verify Feature Activation**

Confirm feature is enabled in Portal Settings → AI Features.
 3
**Check User Permissions**

Ensure users have contributor-level access or higher.
### Questions Not Working \*\*Symptoms:\*\* Users can access interface but questions fail \*\*Troubleshooting Steps:\*\* 1
**Check Service Status**

Verify ClickHelp AI services are operational via status page.
 2
**Review Error Messages**

Check browser console and user reports for specific error details.
 3
**Test with Different Content**

Verify if issue is content-specific or system-wide.
### Usage Limit Issues \*\*Symptoms:\*\* Users hitting limits unexpectedly \*\*Resolution Options:\*\* 1
**Review Usage Patterns**

Check analytics for unusual usage spikes or patterns.
 2
**Contact Support for Limit Adjustment**

Request temporary or permanent limit increases if justified by legitimate usage.
 3
**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: 1
**Identify Engaged Users**

Monitor usage analytics to find heavy Ask Your Docs users.
 2
**Present AnswerGenius Benefits**

Explain how AnswerGenius extends AI capabilities to end users.
 3
**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.
 --- \*Last updated: June 16, 2025 | Document version: 1.0 | Feature version: 1.0\*