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Manage Ask Yarken settings, Copilots, and Knowledge Base

Use this article to manage the current AI settings that support Ask Yarken.

Current AI settings

Administrators configure Ask Yarken from Admin > Settings > AI.

Current settings include:

  1. Ask Yarken.

  2. Copilots.

  3. Playbooks.

  4. Knowledge Base.

Current feature locations

The agentic framework now separates general environment settings from AI Studio configuration. Use these current paths:

  • Ask Yarken and Ask Yarken Beta: Admin > Settings > AI > Ask Yarken.

  • Automation notification controls: Admin > Settings > AI > Automations.

  • Lookup Search: Admin > Settings > AI > Lookup Search.

  • Copilots: Admin > AI Studio > Channels > Copilots.

  • Playbooks: Admin > AI Studio > Orchestrate > Playbooks.

  • Document-based Knowledge Base: Admin > AI Studio > Knowledge > Knowledge Base.

The later sections retain the feature concepts and legacy paths for environments where those controls are still visible.

These settings control availability, response guidance, dashboard explanations, SOPs, and name resolution. They do not create data or override user permissions.

Ask Yarken settings

To configure Ask Yarken:

  1. Go to Admin.

  2. Select Settings.

  3. Under AI, select Ask Yarken.

The Ask Yarken settings area includes:

  1. Enable Ask Yarken.

  2. Organization context for Ask Yarken.

  3. Search lookup: Ambiguous matches.

Use Enable Ask Yarken to turn the feature on or off for the environment.

When enabled, eligible users can access Ask Yarken from the top navigation bar. When disabled, the Ask Yarken chat experience is not available.

Use Enable Ask Yarken Beta to enable the current Beta AI framework. Individual email allowlisting is no longer required. Users with Admin privileges, a Yarken AI licence, and the required environment access can open AI Studio; non-admin users cannot open AI Studio configuration. See Ask Yarken (Admin Settings).

Organization context for Ask Yarken

Organization context is optional admin-written guidance that Ask Yarken applies when answering questions.

Use it to provide short business context such as:

  1. Company goals.

  2. Financial policies.

  3. Reporting definitions.

  4. Internal terminology.

  5. Naming conventions.

  6. Currency preferences.

  7. Preferred answer style.

  8. Governance requirements.

Keep the context short and operational. Do not use it as a policy library or long instruction set.

Example:

Prioritize cost reduction opportunities tied to cloud, SaaS, and vendor consolidation. Treat committed spend as approved forecast plus active contract obligations. Use concise summaries and call out assumptions.

Organization context helps Ask Yarken interpret wording and shape responses. It does not override governed data, financial year settings, permissions, or tool-backed results.

Search lookup and ambiguous matches

Search lookup helps Ask Yarken resolve names from user questions to actual values in Yarken, such as vendors, applications, projects, cost centers, accounts, teams, and consumers.

The ambiguous matches setting controls what Ask Yarken does when multiple matches are found.

Setting

Behavior

Prefer asking the user to clarify

Ask Yarken asks the user to confirm the intended match before applying filters. Use this when precision matters more than speed.

Agent chooses best match

Ask Yarken selects the most likely match using the question and context. Use this when speed matters and terms are usually clear.

If users report incorrect vendor, application, or account matches, review this setting and refresh the Knowledge Base dimensions index.

Knowledge Base

The dimensions index described in this section is now labelled Lookup Search under Admin > Settings > AI. It is different from the document-based AI Studio > Knowledge > Knowledge Base.

In this settings area, Knowledge Base refers to the dimensions index used by Ask Yarken to resolve names in user questions.

It is not a document repository.

The index helps Ask Yarken match terms such as vendor names, application names, project names, cost centers, accounts, teams, and consumers to the right values in your data.

Refresh the dimensions index

Refresh the index when master data changes.

Examples:

  • New vendors are added.

  • Applications are renamed.

  • New cost centers are created.

  • Accounts are updated.

  • Organizational dimensions change.

To refresh the dimensions index:

  1. Go to Admin > Settings.

  2. Under AI, select Knowledge Base.

  3. Select Refresh.

Clear the dimensions index

Clear the index only when a complete rebuild is required.

To clear the dimensions index:

  1. Go to Admin > Settings.

  2. Under AI, select Knowledge Base.

  3. Select Clear.

  4. Select Refresh after clearing so Ask Yarken can rebuild the index.

Copilots

Copilots provide focused AI assistance in specific parts of Yarken.

Copilot configuration is now available under Admin > AI Studio > Channels > Copilots.

Graph Explanation Copilot provides a chart-based entry point into Ask Yarken.

When you open Ask Yarken from a supported chart or widget, Yarken adds the selected dashboard and widget as the starting context. You can then ask follow-up questions, explore trends, compare periods, investigate other supported widgets on the same dashboard, and adjust supported filters.

The active dashboard filters provide the starting filter context. During the conversation, you can ask Ask Yarken to change supported filters and re-query the dashboard data.

For example, if Expense Type is currently filtered to OpEx, you can ask Ask Yarken to compare the results with CapEx. Ask Yarken applies the requested filter and retrieves the relevant data within the current dashboard context.

Graph Explanation Copilot remains scoped to the current dashboard. It cannot combine the current dashboard data with other dashboards or unrelated data sources in the same contextual conversation.

To configure a Copilot:

  1. Go to Admin > AI Studio.

  2. Under Channels, select Copilots.

  3. Open the settings for the Copilot.

  4. Enable or disable the Copilot and configure available context, if required.

  5. Select Save.

The dashboard widget must also have Copilot enabled before users can use the explanation action on that widget.

Playbooks

Playbooks manage Agent SOPs that guide how Ask Yarken responds to repeatable analysis workflows.

Use Playbooks when teams need consistent methodology for:

  • Variance analysis.

  • Cloud spend reviews.

  • Vendor reviews.

  • Budget and forecast reporting.

  • Financial root cause analysis.

  • QBR or leadership reporting.

To manage Playbooks:

  1. Go to Admin > Settings.

  2. Under AI, select Playbooks.

  3. Use the Agent SOPs tab to add, edit, delete, upload, or download SOPs.

SOPs guide analysis. They do not override permissions, create data, or change source records.

For detailed SOP guidance, see Configure Playbooks and SOPs for Ask Yarken.

Admin checklist

Use this checklist when preparing Ask Yarken for a customer or team:

  1. Confirm Ask Yarken is licensed and enabled.

  2. Confirm users have the required roles and data permissions.

  3. Add concise organization context.

  4. Choose the ambiguous match behavior.

  5. Refresh the Knowledge Base dimensions index.

  6. Review existing Playbooks and SOPs.

  7. Review Dashboard AI Narrative and Graph Explanation Copilot if dashboard AI experiences are required.

  8. Test common CIO, Finance, FinOps, TBM, vendor, and planning prompts.

Troubleshooting

Issue

Likely cause

Action

Ask Yarken is not available

Ask Yarken is disabled or the user lacks access

Verify Ask Yarken is enabled and confirm user permissions.

Ask Yarken cannot find a vendor, application, or cost center

Knowledge Base index is outdated

Refresh the dimensions index.

Incorrect vendor, application, or account is selected

Similar names or ambiguous match behavior

Use clarification mode or ask with a more specific name.

Responses are incomplete

Missing data or restricted permissions

Verify source data and user access.

Results differ from reports

SOP logic, filters, or data model changed

Review the report, SOP instructions, and filters.

Ask Yarken cannot retrieve requested data from another dashboard

Graph Explanation Copilot is scoped to the current dashboard

Open the dashboard that contains the required data and start Ask Yarken from a supported chart or widget there.

Graph Explanation Copilot is unavailable

Copilot is disabled globally or on the widget

Enable the Copilot under Admin > AI Studio > Channels > Copilots and verify widget configuration.

Responses are slow

The question is broad or the dataset is large

Narrow the scope, specify a time period, or reduce dimensions.

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