This section describes the Kore.ai Bots Admin Console that you can use to manage Bots and users for your company. The Kore.ai Bots Admin Console is a one-stop destination to enroll and manage Kore.ai Bot users in your organization.
Prerequisites for a Bots Admin
To sign up for a Bots Admin account, you must meet the following requirements:
- A valid email address.
- A validated Kore.ai user account. If you do not have a user account, Kore.ai will create a user account for you, and you must validate that account before proceeding.
- Authorization to control the Bots Admin account. Only one user in an account can be the primary Bots Admin. The Primary bot admin can add multiple other users as admin with custom defined permissions.
Logging On to the Bots Admin Console
If you have already registered and set up your account, you can log on to the Bots Admin Console directly from the Kore.ai Bot Store. After you sign on to the Bot Store using your Kore.ai account, you can click Bots Admin Console on your user menu as shown in the following illustration. You can also access the Bot Admin Console from the Bot Builder.
NOTE: Only Admin will be able to see this option.
Kore.ai applies an added level of security and time’s out the Bot admin session every 15 mins. If your Bots Admin Console session is idle for more than 15 minutes, your session is automatically terminated. In this scenario, you will be asked to sign-in again and will be taken to your account bot admin console.
If you are new to Kore.ai and do not have a Kore.ai account, you will need to register for a free account with Kore.ai.
As a Bots Admin, you can enroll users, selectively add users as managed users, manage admin and custom roles, define security settings, and manage bots in your company. The following illustration is an example of the Bots Admin Console with the Dashboard page displayed.
What Should I Do First?
If this is your first time using the Bots Admin Console, at this point, you really should start inviting and adding users to join Kore.ai for your company.
For this scenario, we will assume an example user, that Bob at firstname.lastname@example.org has never signed up for Kore.ai and is a company employee that you want to manage. To invite and add Bob to use Bots, you’ll need to follow this process:
- Invite Bob to join Kore.ai by sending him an invite to join Kore.ai.
- Bob enrolls in Kore.ai using the link you sent in the invite. At the link URL for Kore.ai, Bob signs up and provides a password and other user info for his account.
- Once the sign-up process is complete, you can assign him to one or more bots.
How Do I Do It?
The following sections describe how to complete the three steps to add a new user, in this case, Bob, as a user in the Bots Admin Console.
Step 1 – Inviting a New User
Let’s invite Bob to join Kore.ai.
- On the left navigation menu, click to expand the Enrollment module, and then click Invite. The Invite users to join Kore.ai page is displayed.
- Enter the email address name
- Click Send Invitations.
An email is sent to email@example.com with a link to sign up for Kore.ai. Bob clicks the link, signs up for Kore.ai, and becomes a user in your Kore.ai bots platform account and is ready to be assigned bots.
Step 2 – Assigning a Custom Bot
As an Admin, you can assign users to custom Bots. Before you can assign a Bot to a user, a developer must have defined the Bot and then published that Bot to the enterprise. You as the Bots Admin must approve the Bot and then define settings for the Bot. After a Bot is approved and the purpose is marked to be ‘Enterprise use’, you can assign the Bot to users.
For this example scenario, we assume a developer created a Bot called My Custom Kore Bot and published the Bot to your account.
- On the Bot Management -> Deployment Requests page click Approve Bot icon next to the Bot. The Approve Bot dialog is displayed.
- In the Approve Bot dialog, you can view or edit the following options:
- Deployment model – View the deployment channel for the bot as either Consumer use for use by your enterprise consumers, or for Enterprise use for specified managed users of your enterprise.
- Approved channels – Select or clear one or more channels defined for this bot to be available to the users. For example, select Email and Kore.ai Messenger channels. At least one channel must be enabled to approve the bot.
- Bot task -Select or clear one or more tasks defined for this bot to be available to the users. At least one task must be enabled to approve the bot.
- After you specify the options, click Approve to enable and deploy the bot for the specified group of users.
- Since this Bot was deployed for Employee use, it is displayed on the Enterprise Bots page, as shown in the following image.
- In the Bot & task assignments dialog, select Assign Bot’s tasks and then choose All managed users, Assign user groups, or Assign individual users, and then click Done.
- To save and apply the changes, in the Bot & task assignments dialog, click Apply.
- In the Bot Assignment successful dialog, click OK.
When you click the Assign Users button, the Add Users to the Built In Admin Role Master Admin dialog is displayed. Just select the managed user that you want to add to the Master Admin role, and then click the Add User(s) button shown in the image below.
Upon accessing the Bot Admin Console, you will be directed to its Dashboard page. The Dashboard page in the Bots Admin Console is your one-stop bot activity and bot user overview of your company bot account, it gives you an overview of:
- Active Bots – bots that have one or more active sessions,
- Number of Active Sessions – sessions that are in progress at a given instance,
- Number of Active Users,
- Active Channels,
- Number of Active Agent Sessions, and
- Statistics pertaining to the Tasks, Chats, Sessions and much more.
Notifications on the Dashboard
When developers publish a bot, the Bots Admin must approve, and if required for the bot type, assign the bot to users in the enterprise. At the top of the Dashboard page, notifications are displayed to alert the Bots Admin that published bots are ready for deployment, and for deployed bots that have not yet been assigned to users as shown in the following illustration.
Take action as needed based on the following notifications:
- XX Bots need approval – The number of bots published by the developer ready for Bots Admin approval and deployment. To view, approve and deploy published bots, see Deploying Bots.
- XX Bots need assignment – The number of bots approved and deployed by the Bots Admin but have not yet been assigned to any enterprise users. To view and assign deployed bots, see Managing Deployed Enterprise Bots.
Viewing Bot Metrics
By default, the Dashboard page displays bot metrics based on usage of all bots during the last 24 hours. You can customize the metrics displayed by time period and bot selection.
In the drop-down list located in the upper leftmost side of the Dashboard page, select a single bot to display metrics only for that bot for the specified time period, or select All bots to display metrics for all deployed bots. The default settings is All bots.
Setting the Time Period
You can set the time period for bot metrics using the time period selector shown in the following illustration. The default setting is 24 hours.
To change the default time period, select one of:
- 7 Days – Data aggregated during the previous seven days is displayed.
- 24 Hours – Only data aggregated during the immediately preceding 24 hours is displayed.
- Custom – Click to display the Custom Date Range dialog that you can use to define a specific date period. On the left side, select or enter a start date, and then on the right side, select or enter the end data for displaying activity data as shown in the following illustration.
The Chats section displays a line graph of the number of chat conversations based on the number of days selected. In the following illustration, the 7-day aggregation shows chat conversations beginning on May 17, and then peaking on May 18 with 191 conversations for this JIRA bot. Hover your mouse over each point on the line graph to display the actual number of chat conversations for that day.
The Tasks sections display a bar graph of the number of tasks performed by users based on the number of days selected. In the following illustration, the 7-day aggregation shows tasks beginning on May 16, and peaking on May 20 with 7 tasks completed. Hover your mouse over each bar on the graph to display the actual number of task completions for that day.
Top 5 Users and Tasks
The Top 5 Users and Tasks sections display a list of the five most used tasks performed by users and the five users with the most activity for the bot specified based on the number of days selected. In the following illustration, the 7-day aggregation shows the top 5 tasks and top 5 users based on usage of the bot as shown in the following illustration.