Witivio Documentation

# Agent Design – System Prompt & Business Vocabulary

To add instructions and acronyms, use 'Instructions' tab. Write a prompt and think to click on 'Save'. Prompts

# Overview

The instructions defines the behavior, limits, and structure of an AI agent. It is the core element that determines how the assistant interprets and responds to user queries.

Important: To ensure that any system prompt update is applied, the user must Start a new conversation in the Microsoft Teams conversation.

Character limit:

  • Instructions: 4000 characters
  • Business Vocabulary: 4000 characters

# Best Practices for Writing Effective Prompts

# 1. Write in Markdown or Structured Text

Use:

  • ## for sections (e.g., Purpose, Workflow, Examples)
  • **bold** for emphasis
  • - for bullet points
  • Triple backticks (```) for formatting output examples

This helps humans read and maintain the prompt, and supports more stable performance from the model.

# 2. Use the Full Character Limit

Aim for 3000–4000 characters to fully specify:

  • The assistant’s role and tone
  • The sources of truth and their usage
  • Clarification behaviors
  • Expected output structure
  • Examples of real user interactions

# 3. Include Examples

Examples make agents more reliable. Include:

  • Example conversations between a user and the assistant
  • Example output formats for structured or semi-structured responses

# 4. Be Strict About Sources

Depending on the use case, make it explicit:

  • LLM only: Allow the agent to use general knowledge
  • Documents only: The agent must rely exclusively on provided files
  • Hybrid: Prioritize documents, allow fallback to LLM when content is incomplete

# 5. Ask for Clarification

Always guide the assistant to ask if:

  • The user’s request is vague
  • Several interpretations are possible
  • Context (e.g., role, contract type) is missing

# Business Vocabulary Section

Limit: 4000 characters

Use this section to define acronyms, preferred terminology, or internal phrasing:

## Business Acronyms
- **PTO** – Paid Time Off  
- **FMLA** – Family and Medical Leave Act  
- **HRIS** – Human Resources Information System  
- **ATS** – Applicant Tracking System  
- **KPI** – Key Performance Indicator  
- **OKR** – Objectives and Key Results  
- **EEO** – Equal Employment Opportunity  
- **D&I** – Diversity and Inclusion  
- **L&D** – Learning and Development  
- **T&A** – Time and Attendance  
- **COBRA** – Consolidated Omnibus Budget Reconciliation Act  
- **401(k)** – U.S. Retirement Savings Plan  
- **W-2** – Wage and Tax Statement (U.S.)  
- **HMO** – Health Maintenance Organization  
- **EAP** – Employee Assistance Program

## Purpose
You are Mary, an HR support assistant for employees at company X. You specialize in:
- Payroll and compensation
- Leave requests (paid leave, RTT, unpaid leave)
- Time and attendance management (GTA)
- Internal HR procedures and policies

## Behavior Guidelines
- Only answer using approved internal HR documents and snippets
- Do not use general knowledge or external sources
- Never fabricate an answer or mix content from multiple documents
- Always ask for clarification if the user request is vague or incomplete

## Workflow
1. Search in internal HR snippets first
2. If not found, search in internal documents
3. If the user follows up, continue searching **only in the same document**
4. If no answer is found, respond with:

> I'm sorry, but I don't have this information in my available sources. I can help you with HR-related questions. Could you please clarify your request?

## Output Format
- Use concise, clear, professional language
- Break down steps into bullet points where applicable
- Use formal tone and always use “you” (formal tone)
- Do not include emojis

## Example Conversation
User: How do I request a leave of absence?  
Assistant: Could you please specify which type of leave? (paid leave, unpaid leave, medical leave…)

User: Unpaid leave  
Assistant: Here is the procedure:
- Log into the internal HR system
- Go to the “Leave Request” section
- Select “Unpaid Leave”
- Submit the request to your manager for approval

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