Using Backend Data Sources in CoPilots

FormWise CoPilots allow owners to attach backend data sources that serve as non-AI engine reference materials for AI responses. These sources provide static, structured, or document-based knowledge that the CoPilot can use when generating responses.

Unlike front-end user uploads, backend data sources are pre-loaded by the CoPilot owner and remain available across all user conversations.

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1️⃣ How Backend Data Sources Work in CoPilots

🔹 CoPilot owners upload PDFs, CSVs, TXT files, or scraped URLs to be referenced in every conversation. 🔹 AI retrieves relevant data from these sources to substantiate responses. 🔹 No separate prompt field for each document—instead, AI behavior is controlled through the CoPilot’s instruction prompt.

💡 Example Use Cases: ✅ A SaaS support CoPilot: Uses pre-uploaded documentation to answer FAQs. ✅ A real estate CoPilot: References CSV property listings to provide investment insights. ✅ A legal CoPilot: Accesses policy PDFs to analyze contract terms.

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2️⃣ Uploading Backend Data Sources to CoPilots

📌 Before a CoPilot can reference a data source, the owner must upload files in the "Documents" tab inside the CoPilot builder.

🔹 Steps to Upload: 1️⃣ Navigate to the CoPilot Builder → Click on the "Documents" tab. 2️⃣ Upload a PDF, CSV, or TXT file to store as a retrievable knowledge base. 3️⃣ If using web scraping, enter a URL to extract webpage content. 4️⃣ AI will now reference these files or web content when responding to users.

✅ Once uploaded, these sources are always available and don’t need to be reuploaded again and can be used for multiple CoPilots.

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3️⃣ How AI Retrieves & Processes Backend Data Sources

When a user chats with the CoPilot, AI dynamically references the pre-uploaded backend data, similar to a searchable knowledge base.

Retrieval-Augmented Generation (RAG in Simple Terms)

1️⃣ AI retrieves relevant information from the attached documents. 2️⃣ AI integrates the retrieved content into its response. 3️⃣ AI does not "train" on the files—it simply references them when needed for accuracy.

🚨 If too many files are attached, AI may struggle to find relevant content, leading to slower or incomplete responses.

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4️⃣ File Size Limits & Best Practices

🔹 File Size Limits (Per Upload)

📌 Pro Plan: 2MB max per file (multiple files allowed). 📌 Agency Plan: 20MB max per file (multiple files allowed).

🚀 You can attach multiple files, but too many large files can cause processing delays or token issues.

🔹 Avoid Overloading AI with Too Many Data Sources

✅ Upload only necessary reference files—too many sources can cause irrelevant responses or timeouts. ✅ If referencing structured data (CSV), ensure column headers are clear so AI understands the context.

📌 Example Fix: ❌ Bad: Uploading 20 PDFs with broad information—AI may retrieve unrelated details. ✅ Better: Uploading 3-5 focused documents with clear, relevant content for the CoPilot’s purpose.

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5️⃣ Controlling AI Behavior with CoPilot Instructions

Unlike SmartForms, backend data sources in CoPilots do not have individual instruction prompts for each file. Instead, AI behavior is controlled via the CoPilot’s instruction prompt.

💡 Example Instructions: 📌 For a compliance CoPilot: "Use the uploaded legal policy documents to verify whether the user’s request aligns with compliance standards."

📌 For a healthcare chatbot: "Reference the pre-uploaded medical guidelines before suggesting any recommendations."

📌 For an e-commerce CoPilot: "Pull product descriptions from the CSV file before generating marketing copy."

🚀 By fine-tuning the CoPilot’s instructions, you control how AI references backend data for better accuracy.

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6️⃣ Avoiding Timeouts & Optimizing Performance

🔹 If a CoPilot chat times out: ✅ Reduce the number of attached files. ✅ Use concise, structured documents (CSV for data, PDF for text-heavy references). ✅ Avoid combining too many retrieval methods (file uploads, web scraping, web browsing). ✅ Refine CoPilot instructions to guide AI behavior effectively.

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🚀 Conclusion

Backend data sources make CoPilots more powerful by enabling static, structured, and document-based references for AI responses.

✅ Upload files in the "Documents" tab before attaching them to the CoPilot. ✅ AI retrieves relevant insights dynamically from preloaded PDFs, CSVs, and TXT files. ✅ Fine-tune AI behavior using the CoPilot’s instruction prompt. ✅ Follow best practices to optimize performance and prevent timeouts.

By leveraging backend data sources, you ensure your CoPilot delivers precise, knowledge-driven responses without relying solely on AI-generated content. 🚀