Tutorial: train an AI bot on your PDF

🎯 Goal

An AI assistant that answers customers’ questions from your own PDF, in their language, and hands over to your team when it isn’t sure.

🧰 What you need

• The owner login
• A PDF with text (not a scan): price list, menu, brochure, policies
• A Google account for a free Gemini key

Step 1: get a Gemini key (free)

Open aistudio.google.com/apikey → Create API key → copy it (AIza…). Full guide: AI providers.

Step 2: add the key

AI & Knowledge → AI providers → Google Gemini → paste the key → save. The status turns Working. Keep it as Default; it also does embeddings.

Step 3: create the knowledge base

1. Knowledge bases → Knowledge base, name Store info.
2. Add source → File → choose your PDF (up to 20 MB).
3. Wait until it shows as indexed. Open it to see the passages it extracted. If it says Nothing extracted yet on a scanned PDF, use the original digital file.
4. Add an FAQ source with 5 questions customers ask most, in your own words.

Step 4: create the bot

Bots & playground → Bot:

• Name: Meera
• Persona: You are Meera, the assistant of Sharma Sweets, Jaipur. Be warm and brief. Use the knowledge base for prices and policies.
• Tone: Professional. Reply language: Same as the customer (auto-detect)
• Knowledge bases: ✅ Store info
• ✅ Answer only from the knowledge base
• Fallback message: Let me connect you with our team — someone will reply shortly.

Step 5: test in the playground

Ask 10 real questions: prices, delivery, “do you have sugar-free?”, and in Hindi. Check the sources under each answer. If it hands over too often, lower Confidence needed before answering a little; if it answers off-topic, raise it.

Step 6: put it live

1. Automation → New chatbot, name AI answers.
2. Click the Trigger card → Nothing else matched (so your menus and keyword flows still win).
3. Click + beside the trigger’s output and pick AI reply in Bot actions → AI bot: Meera.
4. Click + beside needs human → Human handoff, Hand to: Next available agent (round-robin).
5. Check, then Publish. Ask a question from your phone.

SSharma Sweets✓

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Message

Answers in the customer's language, from your PDF.

Step 7: improve every week

Bots & playground → Unanswered questions lists what the bot couldn’t answer or got a 👎 on. Answer each one, and it’s added to the knowledge base.

Caution

Keep prices current. When your PDF changes, remove the old source and add the new one.

What’s next

Knowledge bases →Websites, FAQs, catalogues.Usage and limits →Cap your AI spend.