Purpose of Assistants

Assistants allow users to create specific AI tools that are only privy to the information uploaded to them. They answer any prompts based solely on the information provided to the Assistant. Additionally, users can customize how the Assistant interprets and responds to the given prompts. This allows for specialized instances of PhoenixAI to assist in consolidating information.

PhoenixAI Interface Changes

Assistants cause slight differences to the main PhoenixAI interface.

Sidebar

• The sidebar on the left side of the screen includes the Assistants a user has created, denoted by the colorful phoenix logo to the left of their names. If the user decides to upload a logo image to their Assistants, this icon will appear instead of the colorful phoenix logo. Clicking on these names will bring you into the Assistant.
  
  
  
• The black and white phoenix logo denotes the general PhoenixAI model which can be clicked at any time to return to the home screen.
  
  
• The user's past prompts are combined under the History section in the sidebar. This section is organized by time with the most recently used prompts at the top. It compiles a list of any prompts entered and does not differentiate if the prompts were used in Assistants or the broader PhoenixAI tool.
  
  
  

Assistant Interface Elements

• A new Assistant button is in the top right corner. This takes you to a new screen to create a new Assistant.
  
  
• Alternately, clicking on the profile icon in the top right brings up the Assistants option. This allows users to view the Assistants that they have created and customize them for future specifications.
  
  
  
• Assistants are listed in order that they are created.
  
  
  
• Prompt suggestions, or conversation starters that appear above the text field changes to what the user has set for this Assistant. Additionally, the screen displays the Assistant logo, the creator's name, and the provided description. Above the text box, the "Message PhoenixAI beta" line changes to "Message [name of Assistant]".
  

Create an Assistant

1. Log in to phoenixai.uchicago.edu with your CNetID and password.
   
   
2. Select the Create an Assistant button located in the top right corner next to your profile icon.
   
   
3. Fill out the Create an Assistant fields completely. All fields are required.
   1. Name this Assistant: Name the Assistant.
      
      
   2. Description: Provide a meaningful short description of the Assistant's purpose. (Note: The description, name, and author displays to others when you share an Assistant.)
      
      
   3. Default AI Model: GPT-4.1 is the ideal model for most tasks, especially ones that need internet access or analysis of tabular data. GPT-5.1 has more advanced reasoning capabilities for specialized inquiries. Choose between the two models based on the intended functionality of the Assistant.
      
      
   4. Instructions: Provide detailed instructions on how the Assistant should respond and operate. The instructions field can contain up to 3,000 characters.
      
      
   5. Conversation starters: Provide at least 1 conversation starter, which is a prompt that will appear each time someone interacts with your Assistant. A recommended first conversation starter is "what is the purpose of this Assistant?"
      
      
   6. Set Access Permissions 
      
      
      1. Save the assistant: The options to control access will only appear after you save the Assistant.
         
         
      2. After saving: The "Who can access this Assistant?" option will appear. You can then choose between: Only me or Anyone with this link (Note: Users still need a valid CNetID to access a shared Assistant link.)
         
         
      3. Assistant ID visibility: Once saved, the Assistant ID will appear in the upper right-hand corner of the page.
         
         
   7. Enable Code Interpreter: enables the assistant to read and analyze file uploads, write computer code, generate files, and create visualizations from data. Leave the box unchecked if you don't need these more labor-intensive tasks.
      
      
   8.  Enable Internet Search: enables the assistant to retrieve real-time information from the web. Leave the box unchecked if you don't need up-to-date external information.  
      
      
      
4. Select Continue.
   
   
5. Knowledge: Click Upload files to upload Knowledge files. No more than 100 files can be uploaded to an individual Assistant. Each upload is limited to 20MB per file. Supported file formats are: c, cs, cpp, css, doc, docx, html, java, js, json, md, pdf, php, pptx, py, rb, sh, tex, ts, txt.
   
   
   
6. Select Confirm Uploads, Save, or upload additional files using the Upload files button.
   

Edit an Assistant

1. Click your user profile in the top right corner.
   
   
2. Select Assistants from the drop-down list.
   
   
   
3. Select the Assistant that you would like to modify.
   
   
   
4. Make any changes needed to the Assistant specifics. Go to the Delete Knowledge Files and Delete Conversation Starters section for more information.
   
   
5. Select Save.

Delete Knowledge Files

1. Click the X in the top right corner of the file.
   
   
   
2. Select Save.

Delete Conversation Starters

1. Click the X located at the end of the conversation starter to remove it from the Assistant.
   

Share an Assistant

Important: Sharing Access vs. Sending the Link

Granting a user or group access to an Assistant does not automatically make the Assistant appear in their PhoenixAI sidebar.
After configuring access permissions, you must still copy and send the Assistant URL directly to the intended user(s).

Users who receive the link and have appropriate access permissions can then open the Assistant.

Share to Anyone with a Link

1. Click the profile icon in the top right corner. 
   
   
2. Select Assistants.
   
   
3. Click on the assistant that you wish to share.
   
   
4. Under the question "Who can access this Assistant?", select Anyone with a link.
   
   
5. Select Copy URL.
   
   
6. This link can be pasted into a message and sent to whoever you choose.

Note: Anyone with a valid CNetID and the shared link can access the Assistant.

Share to Specific People or Groups

1. Navigate to the Assistant you want to share through the Profile icon > Assistants
   
   
2. Under Access Control > Who can access this Assistant?, select Specific people or groups.
   
   
3. Click Manage Group.
   
   
4. In Assistant Access window, select either Individuals or Groups
   
   

To Share with Specific Individuals

1. Ensure Individuals is selected.
   
   
2. Click Add CNetIDs.
   
   
3. Enter the user’s CNetID.
   
   
4. Press Enter or click the + button.
   
   
5. Confirm the message User verified successfully appears.
   
   
6. Select Continue.
   
   
7. Verify the individual appears in the access list.
   
   
8. Close the Assistant Access window.
   
   
9. Click Copy URL.
   
   
10. Send the copied URL directly to that individual.

Important: Adding an individual grants permission but does not automatically notify them or display the Assistant in their sidebar.

To Share with Groups

1. Select Groups in the Assistant Access window.
   
   
2. Click Copy ID to copy the Assistant ID.
   
   
3. Select Submit Service Request.
   
   
4. Complete the PhoenixAI Shared Assistant Access Request form.

If your request is reasonable and has a sensible justification to be shared amongst the specified group(s), identity-management will approve the request and share the assistant. As the form states, please allow 3 business days for request fulfillment.

Note: Sharing an Assistant with specific groups is a feature available only to faculty and staff. Students, Medical Center employees, and BSD employees are not permitted to utilize this option. To share with specific groups:

Delete an Assistant

Before deleting an assistant, you may want to export the assistant so that it can be accessed in the future. For more information please visit Export and Import from PhoenixAI.

1. Click your user profile in the top right corner.
   
   
2. Select Assistant from the drop-down list.
   
   
3. Click the trash can symbol at the end of your Assistant to delete it.
   
   
4. Confirm the deleting by pressing Delete.
   

Create an Assistant In-Depth Description with Examples:

• Name this Assistant: provide a concise name that summarizes the purpose of this GPT.
  
  Assistant Name Examples: Negotiator, Essay Proofreader, Calculus Homework Corrector, Statistics Tutor, World Trip Advisor, etc.
  
  
  
• Description: briefly state the purpose of the Assistant.
  
  Description Examples:
  
  
  • Role-plays business negotiations
    
    
  • Checks grammar, spelling, and essay content
    
    
  • Provides corrections and a summary of major mistakes in my calculus homework
    
    
  • Teaches college level statistics based on STAT 101 Textbook
    
    
  • Plans trips based on the state and sights I want to see
  
  
  
• Default AI Model: GPT-4.1
  
  

• Instructions: provide the following information (Note: The more specific and concise you are the easier it is for your Assistant to respond and work properly.)
  
  
  • Use pronouns like “you” or “this Assistant” to clearly refer to the Assistant.
    
    
  • First Sentence: Detailed instructions that very clearly state the purpose of the Assistant or outline the role the Assistant will play
    
    
  • Second Sentence: What information the Assistant should provide
    
    
  • Third Sentence: What information should the Assistant should operate on? This is mainly for those who upload Knowledge files that the Assistant should rely on
    
    
  • Fourth Sentence: How you'd like the Assistant to respond
    
    
  • Fifth Sentence: What should the Assistant avoid?
  
  
  
• Conversation Starters: Provide some prompts that you'd like to appear when you use your Assistant. This allows you to easily initiate conversations with your Assistant.
  
  Conversation Starter Examples:
  
  
  • (Recommended) What is your purpose? (If you decide to share your Assistant with others, asking this question provides a short answer of what the purpose of your Assistant is.)
    
    
  • Read this essay file and provide feedback.
    
    
  • Provide 3 random baking recipes.
    
    
  • What are some attraction sights I should see when I visit Maldives?
    
    
    
• Who can access this Assistant?: Only me or Anyone with a link
  
  
  • Anyone with a link: choosing this option creates a shareable link that you can give to others so they can use your Assistant.
    
    
  • Only individuals who can access PhoenixAI can use the Assistant you share with them. So, individuals without CNetIDs, such as parents, friends from other school, etc., are not able to use your Assistant.
    
    
  • Additionally, sharing this link does not allow other users to edit your Assistant rather it only allows them to ask your Assistant prompts and receive responses.
    
    

• Enable Code Interpreter: Check the box to enable the assistant to read and analyze file uploads, write computer code, generate files, and create visualizations from data.
  Note: this checkbox is off by default and must be enabled if desired.
  
  

• Enable Internet Search: Leave the box unchecked.
  
  

• Knowledge: Upload the file(s) that you would like your Assistant to rely on when responding to prompts. If you do not enable Internet Search, PhoenixAI and Assistants are comparable to large libraries or hard drives of information, so you should provide files that your Assistant should get its information from.
  
  
  • No more than 10 files can be uploaded at one time, with a maximum size of 20MB.
    
    
  • No more than 100 files total can be designated per Assistant.
    
    
  • Your files should be named appropriately.

Assistant Complete Example

The Baking Instructor

Name this GPT: Baking Instructor

Description: Answers basic questions about baking and provides baking recipes

Instructions: Your role is to answer about baking and provide baking recipes when asked. When asked for baking recipes, always provide the ingredients along with step-by-step instructions on how to bake the food. For questions about baking, respond in 100 words or less and always use and cite only the Baking Book Data.

Conversation Starters:

1. What are the different types of flour?
   
   
2. How do you make Italian Herbed Focaccia?
   
   
3. How do you make Banana Muffins?
   
   
4. Choose 3 random foods for me to bake.

Who can access this GPT?: Anyone with the link

Enable Code Interpreter: Checked

Enable Internet Search: Unchecked

Knowledge: Baking Book Data

Resources

• For more Assistant examples visit UChicago Generative AI Resources and scroll to the Prompt Library section. These prompts could potentially be used in the Instruction section of Create an Assistant.