Amidot AI User Guide

Instructions for using the web application

I. Introduction and System Structure

The solution is organized around a clear hierarchy designed for professional/enterprise use, ensuring conversations and data are kept organized and strictly segregated based on projects within a so-called Group.

The application structure follows this hierarchy:

Level Component Purpose
Top World Regions Currently Asia, EU, USA and "Other". An individual User will belong to a geographic region (this is the default), or optionally a private organisation. Users have indvidual data tables within a regional database.
Top Company / Organisation You may optionally belong to a private enterprise or like-wise organisation. Enterprises have indvidual databases.

Contact us for this option.
Upper Groups Represents an enclosed set of information, for example, a project. All (Group, project) information including chat sessions are tied to a single specific Group, inheriting its custom settings like AI System Instructions.

Group information and data is not shared across Groups, it remains strictly within the given Group. You can thus, for example, have a Group you call "Private" that contains you own "secret" information, and another Group that contains your more "open" work or project related information.
Middle Sessions A persistent conversation thread within a Group. Sessions retain chat history (memory) - both across the Session itself and across the Group's Sessions (but not across different Groups) - and are used to organize specific topics or tasks.

Session, Medium-term and Long-term memory is automatically handled by the system, and you may opt not to use the memory ("history") feature.
Lower Files Data uploaded by users or generated by the AI. Files can be scoped to a specific Session or the entire Group itself (but not across different Groups).

II. Getting Started (Account Management)

All account and authentication controls are located under the Account tab in the main navigation menu. Note on the compatible browser: Amidot is tested only on the Chrome browser but may work also with other browsers like Opera, Firefox, Edge.

A. Sign In / Sign Up

  1. Navigate to the Account tab.
  2. Enter your Email and Password in the Sign In / Sign Up card.
  3. Click Sign Up to create a new user account, or Sign In if you already have one.

B. Email Verification (Crucial Step)

If you have just signed up, or if your email is not yet verified:

  1. A prominent banner will appear at the top of the Account tab stating that your email is NOT Verified.
  2. Check your email inbox (and spam folder) for a verification link sent from the system.
  3. Alternatively, click the Verify Email button in the Account tab to resend the verification link.

Note: Many core features, including sending chat messages and uploading files, are disabled until your email is verified.

C. User Profile and Sign Out

Once signed in, the Account tab will display your User Profile (Email and Verification Status).

III. The Chat Interface (AI Tab)

The primary interaction area is the AI tab. Before you can send a message, you must have an active Group selected and an active Session loaded.

A. Prerequisites: Group and Session Context

The breadcrumb navigation (located below the main menu) always displays your current context:

Group: [Current Group Name] > Session: [Session Label/ID]

If you see Group: None or Session: None, you must select a group or start a session (see Section IV and V).

B. Sending Messages (Text and History)

  1. Enter your query or instruction into the large text area labeled user-input.
  2. Click the Send button or press Shift + Enter to submit the message.
  3. The chat history (memory) is automatically managed based on the current Session. History can be toggled on/off in User Settings.

C. Attaching and Re-using Files

The Chatbot supports multimodal input, allowing you to attach files (documents, images, spreadsheets) directly to your message.

1. The File Attachment Modal

Click the Attach File button to open the File Selector Modal. This modal allows you to manage files in two ways:

  1. Click Attach Selected Files to close the modal and prepare the files for sending.

2. File Chips

Files selected for upload or re-use appear as "chips" in the Attached Files Display area below the input box.

Note on Documents / Microsoft Word / Google Docs (.docx) and Spreadsheets / Microsoft Excel / Google Sheets (.xlsx, .csv): If you upload a Word document it will be transformed into a structured HTML format. And if you upload a recognized spreadsheet or CSV file, the file is automatically converted into a structured JSON format. This ensures the AI model receives clean, machine-readable data for analysis.

IV. Group Management (Groups Tab)

The Groups tab is where you select your active workspace and configure its settings.

A. Selecting the Active Group

  1. The section Select Active Group displays all Groups you are a member of as Group Cards.
  2. Click on any Group Card to make it the active Group.
  3. The selected Group will be highlighted with a border, and the main chat interface's context (breadcrumbs) will update.

B. Group Settings (Manage Group Settings)

Once a Group is active, you can view and edit its settings:

Click Save Settings to persist any changes you have made.

C. Creating a New Group

In the Create a New Group section:

  1. Provide a Group Name.
  2. Optionally provide a Description.
  3. Click Create Group. The new group will be created and added to the list of available Group Cards.

V. Session Management (Sessions Tab)

The Sessions tab lists all persistent conversations within your currently active Group.

A. Session Listing and Reactivation

  1. Sessions are grouped chronologically (Month/Year) based on their last activity.
  2. Each list item shows the Session's label, ID fragment, and last activity time.
  3. Click anywhere on the Session's name/details to reactivate it. This switches you back to the AI tab, loads the full conversation history, and sets that session as active.

B. Managing Session Metadata (Label and Color Coding)

Each session can be assigned a custom label and color to improve organization:

  1. Click the Edit (edit) button next to a session.
  2. The session name will become an editable input field.
  3. Label: Type a new descriptive name for the session.
  4. Color: Select a color from the dots below the input field to visually categorize the session.
  5. Click the Save (save) button to confirm the changes, or Cancel (cancel) to discard them.

C. Starting a New Session

  1. Click the New Session button at the top of the Sessions tab.
  2. This action switches the UI to the AI tab, clears the chat history display, and sets the Session context to Session: New Session.
  3. The new session is created only when you send the first message or upload the first file.

D. Deleting a Session

Click the Delete (delete) button next to a session. You will be prompted to confirm the deletion. Deleting a session permanently removes its chat history.

VI. File Management (Files Tab)

The Files tab allows you to manage all files uploaded by you within the currently active Group.

A. File Scope

Files are managed based on their Scope:

B. File List and Actions

The file list shows: File Name, Upload Date, Size, Source (user or bot), and Scope (session or group).

For each file, you have the following actions (typically represented by icons):

C. File Use

Generally do not re-upload or re-use files already uploaded, or other common content, at the start of the chat, unless some time has gone by. The Gemini models use so-called Implicit Caching that retains the files information for a limited period of time, and saves money (AI costs) and improves AI response time.

VII. Knowledge Base Search (KB Tab)

The Knowledge Base tab provides access to semantic search capabilities across your indexed data (documents and chat history).

A. Searching

  1. Enter a query in the kb-search-input field (e.g., "What were the key takeaways from the Q3 report?").
  2. Click Search Knowledge Base.
  3. The system will use vector search to find relevant passages from your data, ranking them by relevance. Results appear in the Results list.

B. Indexing Files

You can index files directly into the Knowledge Base using the Index File to Knowledge Base button.

VIII. Customizing Your Experience (User Settings Tab)

The User Settings tab allows you to configure preferences that apply across all your Groups and Sessions.

Setting Description
Model Select the default AI model (e.g., gemini-flash-latest, gemini-pro-latest) used for your interactions.
Startup Behavior Defines what happens when you log in or select a Group: Resume Last Session (reloads the last active conversation) or Start with New Session.
Enable Chat History Toggles the medium- and long-term memory of the conversation (RAG). When disabled, the chat becomes stateless (one-off questions). The purpose of the medium-term memory is to remember the Session history itself, and the long-term memory remembers across the various sessions within a given Group. Thus memory is strictly kept within each Group and not shared outside the Group.
Receive Answers Word-by-Word (Streaming) Enables or disables real-time word-by-word streaming of the AI's response. Streaming is the recommended method to use.
Color Theme Select your preferred visual theme: Base Theme, Light Theme, or Dark Theme.

Your preferences are saved automatically when changes are made.

IX. Colors and design: Theming

The application supports three themes, which can be selected in the User Settings tab:

  1. Base Theme: The default, balanced theme.
  2. Light Theme: A high-contrast theme optimized for bright environments.
  3. Dark Theme: Uses dark backgrounds to reduce eye strain in low-light conditions.

Selecting a theme dynamically loads the corresponding CSS file, instantly updating the appearance of the entire application.

X. Security Constraints, and Usage and Request Limits

You may delete your online data, or parts of it, at any time. No backup will remain in the system after deletion so we cannot retrieve it back to you.

For your safety and cost control the solution has many checks, constraints and restrictions built in. Here are some examples:

  1. Usage: You have access to a limited number of different AI models of perceived high quality. For each AI model there are various usage limits, for example, time based prompt limits, model related limits, file and file-type limits, and data limits.
  2. Requests: There is a maximum allowed number of requests to the system, and system access will be hindered if such requests are surpassed.
  3. Contraints: The system operates with various security checks and constraints internally to ensure your information is handled correctly and within the intended scopes and contexts.

If you have special usage needs please contact us at support@amidot.com.

XI. Support and Troubleshooting

We offer several channels to help you get the most out of Amidot AI, ensuring you can quickly find answers to both usage and technical questions:

Immediate Self-Service Support

New and Improved Amidot Versions

Amidot is continuously improved and periodically new versions are likely to be published.

Human and External Support