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Managing and editing AI agents

Administrators in ONLYOFFICE Apps can perform various operations with existing AI agents: sort and filter the AI agent list to easily find the necessary AI agent, pin an important AI agent to the top of the list, edit the AI agent info, add new members, resend invitations, change the permission levels of active users, or remove users from the AI agent.

Operations in the AI agent list​

Using the tools on the top toolbar, you can perform the following operations:

  • Search for an AI agent name using the search bar at the top of the AI agent list.

  • Filter AI agents using the Search options panel: in the Contacts and Owners sections, select Me or click Select to specify particular contacts. Click Apply to filter the list, or Cancel to close the panel. To clear the filter, use the Clear icon icon next to the panel title.

    Filter

  • Sort AI agents by parameters (Name, Tags, Owner, Last activity, Storage) using the Sort icon button. Click the arrow next to the selected parameter to change the sort order.

  • Switch between the available display modes (Thumbnails or Compact view) using the Display mode icon or Display mode icon button.

  • Use the Settings icon icon to display or hide the Tags, Owner, Last activity, Storage / Quota columns in the AI agent list (Compact view).

Using the top panel that appears when one or more AI agents are selected in the list, you can perform the following operations:

  • Pin or unpin the selected AI agents to the top of the list.

    Using the top panel

  • Change the quota per AI agent, or disable it when a quota is already set.

  • View info about a selected AI agent using the Info icon icon.

    View info

  • Delete the AI agent.

Using the right-click menu or the Options icon icon next to the AI agent name, you can perform the following actions:

List operations

  • Select icon Select – to select the AI agent in the list. When the AI agent is selected, you can pin, unpin or permanently delete it using the top toolbar options, or view info using the Info icon icon.
  • Open icon Open – to open the AI agent.
  • Pin to top icon Pin to top – to display the AI agent on the top of the list. You can unpin the pinned AI agent by clicking the Pin to top icon icon or using the Unpin option in the menu.
  • Disable notifications icon Disable notifications – to disable notifications for this AI agent. You can re-enable notifications using the Pin to top icon Enable notifications option in the menu.
  • Edit agent icon Edit agent – to rename the AI agent, add tags or an image, change the AI agent owner, and update the provider, model, and instructions. A recommended model hint is always shown in the Provider and model section to help you choose the best option for your use case.
  • Invite people icon Invite people – to send invitations to users or guests.
  • Copy link Copy link – to copy the link to the created AI agent.
  • More options – this menu entry contains the following sub-entries:

    • Download icon Download – to download the .zip archive containing the Knowledge and Result Storage folders.

    • Info icon Agent info – to open the Info panel which contains the following tabs:

      • Contacts – the AI agent members grouped into the Administration, Users, and Expected users sections, each of them listed with their type and permission level. On this tab, you can also add new members, resend invitations, change the permission levels of the active users, or remove a user from the AI agent.
      • History – the recent activities grouped by day. Use the Go to date link to jump to a certain date, or the Export history option to save the history.
      • Details – the AI agent properties: Owner, Content, Modification date, Last modified by, Creation date, Tags, Storage / Quota.

    • Change owner icon Change owner – to change the AI agent owner.

  • Leave agent icon Leave agent – to leave the AI agent. If you are the AI agent owner, you will need to assign another owner first.
  • Delete agent icon Delete agent – to permanently delete the AI agent. In the warning window that appears, select the I understand the consequences and want to delete the agent checkbox and click the Delete permanently button.

A storage quota per AI agent can be set in the Settings -> Storage management section, or on the Details tab of the AI agent Info panel. On the Details tab, click the current value next to Storage / Quota and select the necessary option:

  • Change quota – to set a custom quota per AI agent. In the Change quota window that opens, specify the value, select the measurement unit from the list, and click OK, or click Cancel to close the window without changing the quota.
  • Disable quota – to disable the quota for this AI agent.
note

The Change quota and Disable quota options are displayed only when a quota is already set.

note

When a storage quota is set for an AI agent and the limit has been exceeded, a notification banner appears in the AI agent header to alert the owner.

Operations within the AI agent​

When you open an AI agent by clicking its name in the list, you can use the top toolbar to perform the following actions:

Manage the AI agent

  • Return to the AI agent list using the Return icon arrow.
  • On the Knowledge base tab, upload documents, spreadsheets, and PDFs from the workspace or from your device using the Plus icon Plus icon.
  • Manage the AI agent using the Options icon icon:
    • Edit agent icon Edit agent – to rename the AI agent, add tags or an image, change the AI agent owner, and update the provider, model, and instructions. A recommended model hint is always shown in the Provider and model section to help you choose the best option for your use case.
    • Invite people icon Invite people – to send invitations to users or guests.
    • Copy link Copy link – to copy the link to the created AI agent.
    • More options – this menu entry contains the following sub-entries:

      • Download icon Download – to download the .zip archive containing the Knowledge and Result Storage folders.

      • Info icon Agent info – to open the Info panel which contains the following tabs:

        • Contacts – the AI agent members grouped into the Administration, Users, and Expected users sections, each of them listed with their type and permission level. On this tab, you can also add new members, resend invitations, change the permission levels of the active users, or remove a user from the AI agent.
        • History – the recent activities grouped by day. Use the Go to date link to jump to a certain date, or the Export history option to save the history.
        • Details – the AI agent properties: Owner, Content, Modification date, Last modified by, Creation date, Tags, Storage / Quota.

      • Change owner icon Change owner – to change the AI agent owner.

    • Leave agent icon Leave agent – to leave the AI agent. If you are the AI agent owner, you will need to assign another owner first.
    • Delete agent icon Delete agent – to permanently delete the AI agent. In the warning window that appears, select the I understand the consequences and want to delete the agent checkbox and click the Delete permanently button.
  • View info about the AI agent using the Info icon icon.