AI Flows

OpenAI assistants and the Setup wizard

Connect an assistant from your own OpenAI account, and edit AI flows made with the older step-by-step setup.

When you use the Setup wizard#

Most AI flows are built on the Team builder canvas. A step-by-step Setup wizard is used in two cases:

From an OpenAI assistant: you bring the model, instructions and files from your own OpenAI account.
Older AI flows made before the Team builder. They show This flow was created with the older setup. with an Edit setup button.

Connect an OpenAI assistant#

You need an API key from your OpenAI account. Officely stores it encrypted and uses it only for this assistant's replies.

1
Start
On the AI Flows page, click New AI flow, then From an OpenAI assistant.
2
Add your key
Under OpenAI account, paste your OpenAI API key. Where do I find my API key? links to the right OpenAI page.
3
Choose how to connect
Pick Enter settings to fill in the details, or Import from an assistant id to copy them from an existing assistant.
4
Set the model and instructions
With Enter settings: click Load from OpenAI and pick a Model from your account, then paste the Instructions (the assistant's system prompt).
5
Add knowledge (optional)
Under Vector stores (file search), pick the OpenAI vector stores the assistant should search. Turn on Code interpreter if it needs to run calculations.
6
Test
Click Test connection (or Import and test). When you see Connected. OpenAI answered the test message., the details are right.
7
Name it
Under Name and photo (optional), add a name such as Support assistant and a photo. Click Continue.

1
Widget style (optional)
Add CSS to match your brand. The Live preview updates as you type. Click Skip to keep the default look. See AI flow settings for the classes you can target.
2
Overview and share
Officely saves your settings and publishes the assistant. When it says Your assistant is live, use Try it, copy the Chat link or Website embed code, or click Connect a channel.
3
Finish
Click Go to AI flows. The assistant is listed with the label OpenAI assistant.

To use it inside a chatbot, choose it in an AI Agent step. OpenAI assistants are edited on the AI Flows page, not inside the chatbot.

Edit an older AI flow#

Older AI flows open on the canvas with a notice: This flow was created with the older setup. You can keep editing it the old way or move it to the Team builder.

1
Open the Setup
Click Edit setup. The Setup opens in a full-screen panel.
2
Business Structure
Your knowledge: website pages (URL tab) and files (Files tab). Continue when at least one document is checked.
3
Agent Details
Company Name, Agent Name and the First Message. Click the photo to change the avatar.
4
Other (Optional)
Rules as If / Then pairs, for example If the customer asks for a refund, Then ask for the order number.
5
Style (Optional)
Custom CSS for the chat widget.
6
Overview
Saves and publishes the flow, then shows its link and embed code.

Officely turns your documents into searchable passages automatically, so there is no embedding setting to choose.

Common mistakes#