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Flowmatix Documentation

Best Practices for Training Your AI

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Section A: Files(PDF, TXT, DOCX) #

This section explains how to format and structure your content in PDF, Word (DOCX), and Text (TXT) formats so it can be properly trained into your AI bot for high-quality responses.

🧱 Structuring Your Content #

1. One Topic per Paragraph

  • Stick to one idea per paragraph 
  • Keep it under 800 characters (including spaces)
  • Always use complete sentences and correct punctuation 

✅ Good:

“The pricing model includes three plans: Basic ($29), Pro ($99), and Enterprise ($199). Each offers different features depending on user needs.”

❌ Bad:

“Pricing has options. Go to website.”

2. ✂️ Splitting Long Topics

If a topic is too long, break it into two or more logical parts using the same heading or theme.

✅ Good:

Main Heading (Part1): First part

(around 400 characters) with one context

Main Heading (Part2): Second part (around 400 characters) with a different but related context

❌ Bad:

Main Heading: Very long explanation covering multiple ideas in one block without splitting or clarity.

📄 Format-Specific Guidelines #

✅ PDF, DOCX, TXT – Formatting Rules

  • Use clear section headings to define topics 
  • Avoid decorative styles (fonts/colors don’t help the AI)
  • Use simple formatting: paragraphs, bullet lists, numbered points 

❌ Don’t Include:

  • Images 
  • Tables with merged cells
  • Decorative graphics or background colors
  • Page numbers or headers/footers that repeat unnecessarily 

📏 Writing Style Guidelines

 

❌ What to Avoid #

 

🧠 What to Do When You’re Not Sure About Format #

When unsure about structure, follow this fallback rule:

“One paragraph = One point = Under 800 characters”

If you have longer paragraphs, the system will break into parts them. Just make sure they’re well-written.

🪜 How to Make Answers Better #

Keep in mind that each paragraph becomes a reference block. It’s better to have 30 well-written, focused paragraphs than 5 long paragraphs.

✅ Clear and focused content → Fast and accurate answers

❌ Bulky, unstructured content → Confused or generic bot responses

Section B: FAQ’s Training #

This section explains how to prepare FAQs in a structured and clear format for training AI bots or building knowledge bases. It ensures your questions and answers are professional, consistent, and easy for the system to understand.

🧱 Structure & Format Guidelines: #

  • Question Format:
    • Maximum length: 200 characters

    • Always write the full question clearly (not just a keyword or phrase)

    • Avoid starting with lowercase or always write the full form first

  • Answer Format:
    • Maximum length: 500 characters
    • Use complete, grammatically correct sentences
    • Keep it direct, factual, and useful

📊 Quick Summary Table: #

❌ What to Avoid: #

  • Using only abbreviations (e.g., “CEO”) without explanation 
  • Mixing more than one question or topic in a single entry
  • Using vague or generic questions
  • Submitting over 200 FAQs in one CSV without splitting
  • Including emojis, incomplete sentences, or slang 

✅ Examples of Good and Bad Practices: #

  • ❌ Who is ceo of sml isuzu? 
  • ❌ Who is the Chief Executive officer of sml isuzu?
  • ✅ Who is the Chief Executive Officer (CEO) of SML Isuzu? 

📔 Two Ways to Train Using FAQ: #

1. Type Manually in Dashboard #

You can directly enter questions and answers into the dashboard interface.

2. Upload via CSV File #

Use a .csv file in the following format to upload multiple FAQs at once:

The format of the CSV file should be as such:

Question                                        –                     Answes 

What is Flowmatix?                      –              Flowmatix is a….

What is the use of Flowmatix?   –             Flowmatix can be used for….

 

⚠️ Limitation on Number of FAQs per Category: #

  • Upload a maximum of 200 FAQs per category per file.

  • For more than 200 FAQs, split them into multiple CSV files or categories.

This ensures faster processing and avoids system errors.

Here’s a suggested FAQ section to add at the end of your document:

Section C: Website Training #

🧱 Structure & Format Guidelines: #

  1. Use Webpages With Good Content: Pages should have informative, structured, and complete content. Avoid empty, template-only, or irrelevant pages.
  2. Avoid Duplicate or Repeated Pages: Each page must have unique value. No duplicates or near-duplicates.
  3. robots.txt Must Allow Scraping: Confirm that the URL is not blocked by robots.txt. Scraping is only allowed if permitted.
  4. Add sitemap.xml in robots.txt: Make sure your robots.txt includes a sitemap.xml link. This helps bots find your important pages faster.
  5. Skip Unnecessary Categories: Avoid submitting categories that are not helpful to the chatbot’s goal. 

🔧 Tip: During the training setup, you can exclude irrelevant categories manually.

📊 Quick Summary Table: #

❌ What to Avoid: #

  • Pages with little or poor-quality content 
  • Pages blocked in robots.txt
  • Duplicate pages with only minor differences
  • Pages unrelated to the bot’s function or scopeCopy 

Don’t include extra pages or categories that are not useful for the chatbot.

  •  Example: Exclude categories like “Chatbot Templates”, “Chatbot Features” , “Platform Features” etc., as they are not relevant to the current use case.

Section D: CSV and Google Sheets #

🧱 Structure & Format Guidelines #

✅ General Rules #

  • Use Flat Tables: Each row should be one complete record.
  • No Merged Cells: Avoid merged headers or cells.
  • Label Every Cell: No empty cells where values should be explicitly stated.
  • Avoid Contradictions: All column data must logically align.
  • Be Consistent: Keep column types and formats uniform. 

📋 File-Specific Formatting #

CSV Files (Flat Table Format)Copy

User ID,Name,Email,City,Registration Date
101,Alice Smith,alice@example.com,New York,2024-01-15
102,Bob Jones,bob@example.com,Los Angeles,2024-03-22

  • Comma-separated, no nested headers 
  • Each column = one field/property
  • Avoid trailing commas or inconsistent row lengths 

📊 XLSX & Google Sheets #

✅ Ideal Format

❌ Bad Format (Merged/Grouped Headers)

 

✅ Corrected Format

 

 

✅ Good Table Format (Simple and Clean)

Use a clear, single-record-per-row format to keep data clean and ready for training:

❌ Bad Format Example – Confusing Data in Same Row

Avoid mixing multiple products or entities in one row:

✅ Fixed Format – One Row per Product

Every product now has its own row, with all corresponding data:

✍️ Writing Style Guidelines for Tables #

  • Use clear column headers (e.g., “User ID” not “UID”)
  • Fill all values—no blanks in categories/subcategories
  • Repeat parent values for child entries instead of leaving cells empty
  • Use consistent date formats (e.g., YYYY-MM-DD)
  • No contradictory data (e.g., conflicting models/prices in same row)
  • Avoid multiple entities per row

⚡ Quick Summary Table #

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