Manage your bot users
When creating an end-to-end bot flow, there may be instances where certain flows need to be handled by other teams or require assistance from other team members. To enable effective collaboration and allow your team to contribute to building an efficient bot, you can share bot access with other users. A notification is sent to the super admin when the invited users(collaborators) accept or reject your request.
Only the super admin can provide bot access to other users. Access can be revoked at any moment on the Access control tab.
User roles and access
The following table outlines various roles along with the associated access privileges for the bot:
| Role | Description | Modify access |
|---|---|---|
| Super Admin | The Super Admin is the user who creates the bot and holds the highest level of access. To create a bot and become a Super Admin, you must have an active subscription. -For enterprise customers or users from sales channels, the bot and subscription are set up in the backend. -For self-serve users, the subscription is automatically created during sign-up. |
|
| Admin | This user has access to all modules and their components. |
|
| Developer | This user has complete access to bot components but cannot edit bot configurations or invite other users to use the bot. | Developer access must be provided to add Approver. |
| Database Viewer | This user is limited to editing and viewing tables and their data in selected databases. | |
| Approver | This user has complete access to bot components (as a Developer) and also has the ability to publish the bot from staging/development to production/live. | Developer + Approver |
| Inbox (Admin) | This user can respond to assigned customer chats or emails and can view Monitor, Analytics (self-reports), and KB. |
|
| Inbox (Agent) | This user can respond to their assigned customer chats or emails and has viewing access to Monitor, Analytics (self-reports), and the KB. | |
| Insights (Analytics) | This user can only access standard analytics (default table), bot health monitoring, user journey tracking, and goal monitoring for informed decision-making. | |
| Insights (Admin) | This user has holistic access to all bot-related data and analytics, enabling in-depth analysis. | |
| Engagement (Admin) | This user can manage campaign deployment and audience configuration for effective engagement strategies. | |
| Engagement (User) | This user can only schedule and view campaigns. |
The super admin and subscription owner can be different users. In that case, Only the subscription owner has permission to create bots.
Share bot access
Sharing bot access allows you to grant view or edit permissions to other users. You have full control over which modules they can access. However, only admins or super admins can grant these permissions.
Each environment has a unique bot ID. When granting access, make sure you are in the correct environment for the bot. To provide access across all environments, you need to grant access individually in each one.
When you grant a user access to a specific environment (for example, staging), the access applies only to that environment. For example:
- Access to staging does not include access to sandbox or production.
- Access to sandbox applies only to sandbox.
- Access to production applies only to production.
To share bot access with other users, follow these steps:
In the Environment drop-down menu, select the environment for which you want to grant access.
On the left navigation bar, go to Settings and click on Access Control.
Click +Invite user.
- In Email, enter the official email address of the user.
- In Access control, choose the user role you wish to assign. You can assign multiple roles as needed.
Click Save. The invited user will receive an email with an invitation to access the bot.
How Role-Based Access works for different environments?
Tier 1 (T1) and Tier 2 (T2) bots operate in dual environments, including Staging and Production or Development and Live. The access control for these environments is unified, meaning that access to Staging/Development bots will mirror the access control settings of the Live/Production bots for a given user.
Roles for adding collaborators to your bot remain consistent across all tiers. You can refer to this link for information on available roles. However, the process of roles assigned differs for T1 and T2 bots, and this document outlines those distinctions.
Collaborator(Role Access) management for T1 and T2 bots
| Access provided in Live/Production | Access available in Development/Staging |
|---|---|
| Admin | Admin + Agent |
| Developer | Developer + Agent |
| Approver | Approver |
| Admin + (Database Viewer/ Inbox (Admin)/Inbox (Agent)/ Insights (Analytics)/ Insights (Admin)/Engagement (Admin)/Engagement (User)) | Admin + Agent + (Database Viewer/ Inbox (Admin)/Inbox (Agent)/ Insights (Analytics)/ Insights (Admin)/Engagement (Admin)/Engagement (User)) |
| Developer + (Database Viewer/ Inbox (Admin)/Inbox (Agent)/ Insights (Analytics)/ Insights (Admin)/Engagement (Admin)/Engagement (User)) | Developer + Agent + (Database Viewer/ Inbox (Admin)/Inbox (Agent)/ Insights (Analytics)/ Insights (Admin)/Engagement (Admin)/Engagement (User)) |
| Admin + Developer + (Database Viewer/ Inbox (Admin)/Inbox (Agent)/ Insights (Analytics)/ Insights (Admin)/Engagement (Admin)/Engagement (User)) | Admin + Developer + (Database Viewer/ Inbox (Admin)/Inbox (Agent)/ Insights (Analytics)/ Insights (Admin)/Engagement (Admin)/Engagement (User)) |
| Database Viewer Inbox (Admin) Inbox (Agent) Insights (Analytics) Insights (Admin) Engagement (Admin) Engagement (User) | No Access |
How to read the above table?
For example, if the role of Admin/Developer is assigned in the Live/Production environment to a user, they will receive Admin + Agent access in both Live/Production and Staging/Development for that bot.
- Accesses such as Database Viewer, Inbox (Admin), Inbox (Agent), Insights (Analytics), Insights (Admin), Engagement (Admin), and Engagement (User) are given alone; in this case, those accesses will be present only in the Live environment. The Staging/Development bot will not have access to those roles.
- To provide combined access to Database Viewer, Inbox (Admin), Inbox (Agent), Insights (Analytics), Insights (Admin), Engagement (Admin), and Engagement (User) in both environments, combine the access with either Admin or Developer access.
Request access to an AI Agent
There are multiple cases where both customers and internal users (Yellow) raise a support request to [email protected] for Bot access so they can follow the steps here and request for access
Prerequisites
- For the user requesting access: Should have the Bot ID of the bot they want to access.
- For the approver (Super Admin/Admin): Should have Super Admin or Admin access.
To request access to an AI agent on Yellow.ai, follow these steps:
Copy and paste the following URL in your browser:
https://cloud.yellow.ai/bot/<your_bot_ID>/overviewReplace
<your_bot_ID>with the actual bot ID you want to access. Example: If your bot ID isx1234567890000, the URL becomes:https://cloud.yellow.ai/bot/x1234567890000/overviewVerify the bot ID, and then click Request access button.
After you click the button, a confirmation pop-up appears.
If you have already submitted a request for this bot, you will see the following message:
Once your request is submitted, users with Super Admin or Admin access can review and approve it.
Navigate to Settings > Access controls > User requests.
- Reach out to Super admin/Admin who have the access to the AI agent and ask them to 'Approve' your request. The request can be approved by clicking on the Approve button shown in the above screenshot.
Once the Super admin/Admin clicks on Approve, below drop-down will be displayed.
Super admin/Admin can select the access to be provided and then click on Approve button.
Once the button is clicked, below pop-up will be displayed and the access will be shared.
A success popup appears, and the requester can refresh their browser to start using the bot.
If the User request is not valid (that is, user not meant to access the Bot), then you can click Decline.
Click on Decline button to confirm or Cancel button to close the pop-up.
If the request is declined, below pop-up will be displayed.
Accept bot invites
When bot admins provide you with access to a bot, you can accept the invitation as outlined below. Note that bot invites are specific to each environment; if you are given access to a Live or Production bot, you will not be able to access Staging bots.If you need access to other environments of the bot, your admin must provide access separately for each one.
To proceed with accepting the invite, you have two options available:
A. If a bot admin has already provided access, you can accept the invitation received via email.
B. You can also accept through the Invite Notifications received on the cloud platform.
View bot invites
Your own bots will not be visible in this section.
In the Profile settings > My invites section, you can easily access and manage(Accept/Delete) pending bot invites sent by other team members.
You can explore and access different bots that belong to the Yellow.ai organization by searching for specific bots using their bot ID, name, or sub ID.
If you need access to a bot created by other members of the organization, you can search for that bot and click Request access. The Super admin will review the request and provide access to the bot if approved.
As a Super admin/Admin, you will see a list of pending bot invites. You can choose to either Accept the invitation to gain access to the bot or Decline it if you wish to decline the invitation.
You will receive notifications regarding bot invites, making it convenient for you to respond promptly.
Manage bot access
With Super Admin/Admin privileges, you can monitor user interactions with your bot, including access requests, current access status, and access request history. Follow these steps:
Click the Access control icon.
Navigate to the Users tab to view a list of users with access to the bot. You can manage individual user permissions by utilizing the menu options beside each user's name:
- Click Edit for role adjustments
- Click Delete to remove bot access.
In the Invites tab, you can observe any pending access requests. This section provides information about the invitee, the person who extended the invitation, and the assigned role.
- To prompt the invitee to respond, you can opt to Resend Email.
- If you wish to withdraw the invitation, choose Revoke.
The User Requests tab displays details pertaining to users who have formally requested access to the bot.
You can also find this information in the Bot invites section for your convenience.
Access existing agents (For non-super admins)
Request access to AI agent(s) created in your Org
If you are not a super admin, you’ll see a list of AI agents that have already been created when you log in.
- Request access to a AI agent, [OR] Navigate to Profile settings > My Invites page and click on the respective Request access button.
Accept AI agent access request
If someone has already provided you with the access to AI agent, you can accept the invite as follows:
- Email invitation: If an AI Agent Admin has already provided access, you can accept the invitation received via email.
Platform Notification: You can also accept the invite through the notification available on the platform’s Notifications page.
Access AI agent
If you are a Contributor or a user with access rights (but not the original creator), the way you access and interact with AI agents is slightly different:
Navigate to Profile settings > My Invites. Instead of creating a new AI agent, you will see a list of AI agents that your admin/team has already created.
Click on the respective Request Access button to request access to the AI agent.
Only Super Admin can create a new AI agent. Other users can request access to a AI agent and may have Admin roles, but they do not have the privilege to create a AI agent.