Ask AI is an AI-powered framework inside the Flip App that helps employees instantly find answers from existing internal content like posts or knowledge base articles, whilst keeping everything secure with user-level controls.

Ask AI Basics

1. Company-specific AI → Each company’s AI lives inside their own account with its own configuration and data.
2. Answers can vary → Unlike Flip Flows and hard-coded rules, Ask AI interprets questions in context, so answers may differ.
3. Content-driven → AI performance improves when you provide clear, structured, and relevant content.

Admin Console Setup

In the admin console, navigate to AI assistant → General

Fill in the four configuration fields:

1. Assistant name: Give your AI assistant a name that employees can recognise and feel comfortable using. This will show in the app in the navigation and the AI will also refer to itself by this name.
2. About your company: This helps the AI understand who it is working for and how to contextualize responses for the user.
3. Response guidelines: Define the style and tone of responses, this is your company’s verbal identity. 
   Examples:
   Be friendly, professional and stay on topic of company questions.
   Insightful, wise and witty. Respond accurately with a playful tone.
4. Sensitive topics are handled automatically: Flip's AI already has built-in safety restrictions as well as Azure AI's content filters. It will refuse to answer topics it deems to be inappropriate. Here you can add more topics that your AI assistant should refuse to answer. This might be company sensitive data or particular HR topics. Users will only ever get responses from content to which they already have access.

AI Disclaimer 

The AI disclaimer is a configurable message that appears directly below the message field for every user who interacts with the AI assistant. It provides transparency and compliance by making it clear to users that they are interacting with AI.

You can also choose how the disclaimer is translated. Auto translation to translate it automatically into all supported languages or Manual translation to enter or review translations per language.

Quick Suggestions

Provide common questions you think your employees might have. This will help employees get started with the AI assistant. These will show within the Ask AI chat as a menu of quick actions. Ensure suggestions match your AI's actual knowledge and capabilities; the answers to the prompts must exist to all employees in your knowledge base or posts.

Sources to power ‘Ask AI’

We're continually expanding what Ask AI can do and the sources it can draw on. To see what's currently connected to your AI assistant, go to AI Assistant → Capabilities.

Searches respect channel and user group membership. Ask AI can only access what the user has access to.

Knowledge Base

The knowledge base is the backbone of Ask AI’s ability to answer company-specific questions.

• Provide core, long-term content → e.g., policies, company values, processes, contact information.
• Give context with natural, descriptive text → Text like "Vacation Policy 2025 – Germany" work better than "Policy v3". Specific, natural language helps Ask AI match user questions to the right page. Full sentences work best.
• Don't rely on attachments alone → A page with just a title and a linked PDF gives Ask AI very little to work with upfront. Add a short summary or key points describing what the attachment covers, so the AI can connect a user's question to the file's contents and retrieve it more reliably.
• Break up very large topics → If a single page covers many unrelated topics, consider splitting it into focused pages. Smaller, well-scoped pages are easier for semantic search to match to specific questions. 
• Keep content up to date → Outdated pages can lead to outdated answers. Review and refresh your knowledge base regularly, especially after policy or process changes.
• Avoid images and tables → Images are not yet readable and tables are difficult for semantic search.
• Attachments like PDF, Word and Powerpoint can be read.
• Pages need to be published.

Pro-Tip: Use content from SharePoint & co. automatically! 

Skip the manual work of transferring content. With our SharePoint Syncer, your existing knowledge base becomes a direct source for 'Ask AI'. Publish once – available everywhere. Just ask your Customer Success Manager to learn more.

Posts

Posts are also part of Ask AI’s searchable content. The same best practices as the knowledge base apply:

• Use clear, natural text.
• Avoid images and tables.
• Includes any PDF, Word and Powerpoint attachments

Ensure posts are published. Drafts are not included in the intelligent search.

Users and their attributes

Ask AI uses user's names and profile attributes, such as department and location, to help find the most relevant information.

• The user search function currently relies on keyword search with fuzzy matching.
  This helps account for typos, name variations, or nicknames (for example, “Chris” instead of “Christian”).

• However, keyword search does not understand semantic equivalents for user attributes.
  For example, it cannot infer that “People team” and “HR” mean the same thing.

• At the moment, if you’re searching for a colleague’s responsibilities, Ask AI will look for this information in the Knowledge Base, not in user profile fields.

Best Practices for User Attributes

• Be consistent when filling out user attributes like department, role, or location.

• Agree internally on standard naming conventions (e.g. always use “People team” instead of mixing “HR” and “People team”).

• Keep user profiles up to date so Ask AI can return accurate results.

World Knowledge

World Knowledge controls whether Ask AI can draw on the underlying AI model's built-in general knowledge, such as general facts, definitions, and explanations, in addition to your company's own content.

• When toggled on → Ask AI can supplement its answers with the model's general knowledge when a question isn't covered by your company content.
• When toggled off → Ask AI only answers from grounded company sources (knowledge base, posts, contacts, custom agents etc). Any question it can't ground in your company content receives a friendly refusal rather than a generic answer.

Note: The web is never searched in either case. This toggle controls the model's built-in general knowledge, not live internet browsing.

Mini Apps

Connect your AI assistant to your mini apps and execute tasks directly from Ask AI. Only available when the mini app is active for your organisation. To toggle these on or off in the admin console, go to AI Assistant → Capabilities → Mini app agents.

The following mini app agents are currently available:

Shifts → Lets employees check their upcoming shifts and schedule. Viewing other users' shifts is not yet available.

Payslips → Gives employees a direct link to their payslips within the mini app. The content of payslips is not read by the AI.

Time off → Lets employees book time off, check the status of their requests, and view their absence balance.

Data Protection Notice and Disclaimer

No additional personal data is collected for our AI feature. Data processing takes place as usual at our hosting partner Microsoft, as specified in the data processing agreement (DPA). The security of your data is our top priority.

Our AI feature is provided without warranty. We accept no liability for the accuracy or completeness of the AI results. Depending on usage and feedback from our customers, we may change, discontinue, or provide the AI feature separately in the future.