TAP ARIES User Guide

Steps to Configure a TAP Workflow for ARIES

1. From the Configure Ask ARIES page, select Add New Resource.
2. Select TAP Workflow as the resource type.
3. In the Published Workflow field, select the workflow ARIES should reference.
4. The Workflow URL will be auto-populated. Note that the URL can be copied and pasted elsewhere.
5. Provide a Workflow Description: Clearly explain what the user will find at the linked URL. A clear and specific description helps ARIES better understand the context and provide more accurate responses. Avoid repeating information from other ARIES items, as this could confuse the language model and lead to less precise answers. The description must be between 500-2,000 characters to help the language model accurately identify and return the appropriate resource.
6. Click Submit to finalize.

• If enabled, ARIES can directly launch the workflow, meaning the link will open the corresponding TAP form to begin filling out and submitting the workflow request immediately (rather than opening the admin-facing Designer view).

Best Practices for Workflow Descriptions

• Use clear, structured language.
• Include relevant keywords.
• Do not use overlapping descriptions from other ARIES resources, as that could confuse the language model and lead to inaccurate responses.

Steps to Configure an External Resource

1. From the Configure Ask ARIES page, select Add New Resource.
2. Select External Resource as the resource type.
3. Enter a Resource Name (unique identifier/title).
4. Enter the URL where the resource is hosted. This can be any external link, such as a relevant website, a spreadsheet stored in another platform like OneDrive or iManage, or a link to a company policy. Note that this is not a direct integration but simply a way for the chat agent to point users to important URLs. 
5. Provide a Description: Clearly explain what the user will find at the linked URL. A clear and specific description helps ARIES better understand the context and provide more accurate responses. Avoid repeating information from other ARIES items, as this could confuse the language model and lead to less precise answers. The description must be between 500-2,000 characters to help the language model accurately identify and return the appropriate resource.

6. Click Next to go to the “Resource Access” section.
7. Choose an Access Level:
   1. Everyone: All users can access the resource.

2. Specific Roles and Departments: Restrict access based on user roles/departments.

8. If selecting Specific Roles and Departments, the Roles and Departments dropdowns become enabled.

1. Use the Roles dropdown to define role-based access.
2. Use the Department dropdown to define department-based access.

9. Click Submit to save changes.

TAP Admins can configure access permissions to ensure only relevant users/groups can receive responses related to specific resources. Users without the required permissions will not receive responses on restricted resources.

How ARIES Uses This Information

• ARIES uses the Description to determine when to suggest this resource.

Best Practices for External Resource Descriptions

• Use clear, structured language.
• Ensure the URL is valid and accessible.

Application Permissions to Access the ARIES Chatbot

To access the ARIES Chatbot, a specific application privilege named Ask ARIES Chat Access must be enabled. 

• This privilege is configured under Application Privileges in TAP Admin.
• Switch all three options to yes/no for the Configure Ask ARIES permission to be able to update permissions.

Default Behavior:

• For Super Admins, all three permission elements—Visible, Allow Create, and Allow Update—are set to Yes by default.
• For non–Super Admin users, all three permissions must be manually set to Yes for the digital assistant to be accessible.

These role-level permissions control access to the digital assistant. Without setting Visible, Allow Create, and Allow Update to Yes, non–Super Admin users will not have access to the ARIES digital assistant.

Application Permission to Configure Ask ARIES

A new permission, Configure Ask ARIES, is now available under Application Permissions in TAP Admin.

Super Admin Access

• Super Admins have full permissions and visibility enabled by default.
• No additional configuration is required for Super Admins to access the ARIES Configuration Page.

Managing ARIES Resources

Users with the necessary permissions can:

• Edit, add, and delete resource descriptions within the ARIES Configuration Page.
• Grant access to other users based on their roles.

Granting Access Based on User Roles

• Access to the ARIES Configuration Page is granted based on user roles, similar to other TAP pages.
• Users with the necessary permissions will see the ARIES Configuration Page under the Business Automation section.

How to Use ARIES for Workflow Assistance

1. Locate the ARIES chat icon (bottom-right of the interface).

2. Click to open the ARIES assistant.
3. Type a query (e.g., "How do I start a leave request workflow?").
4. ARIES will suggest:

• Direct links to workflows.
• Guidance on workflow steps.
• External resource references.

5. Click on a link to navigate directly to the item.

Understanding ARIES Responses

ARIES tries to process queries efficiently, though it may take a few seconds. While ARIES provides valuable insights, we recommend verifying responses for complete accuracy.

Note: After you save settings on the Configuration Page, allow up to 1 hour for all changes to synchronize before they become available in the chat interface.