Optimizing content for chatbot discoverability
The BlueDocs AI chatbot is a powerful tool that allows users to ask natural language questions and get instant answers from your internal documentation. To ensure your documents surface the right answers and provide a great experience, it’s important to optimize your content for chatbot discoverability.
The chatbot indexes all accessible documents and uses semantic search to match user queries with relevant content. It looks at:
Document titles and headings
Paragraph content and structure
Metadata like categories, tags, and document type
User permissions (shows only what the user can access)
Titles should directly reflect the content. Avoid vague or overly broad names.
✅ Example:
Good: How to Submit an Expense Report
Bad: Company Process #12
Use clear, hierarchical headings (##, ###) to organize content. The chatbot gives weight to headings when determining relevance.
✅ Example:
Use the same language your team uses when asking for help. Add alternative phrasing where relevant.
✅ Example:
“Submit a leave request” vs “Apply for time off”
📌 Tip: Add a short FAQ section at the bottom of important documents to include variations of questions.
Break content into short paragraphs, bullets, or steps. This improves readability and search relevance.
✅ Use:
Bullet points
Numbered steps
Highlighted callouts
Make sure documents are in the correct category and use meaningful tags. This helps the chatbot prioritize context.
Add internal links to related documents. This helps the chatbot follow topic connections and improves result coverage.
✅ Example:
See also: Remote Work Policy
Outdated documents can reduce accuracy. Set regular reviews or use version tracking to ensure freshness.
BlueDocs may offer a preview of how your content will be interpreted by the AI. Use this to test and refine responses before publishing.
Document not showing? Check visibility and permissions.
Answer is outdated? Make sure the document has been re-indexed after editing.
Result irrelevant? Revisit headings and clarify intent using FAQ-style phrasing.
Consider assigning someone as your “AI Content Champion” to review chatbot feedback and continuously improve documentation based on actual queries from your team.
Need help? Reach out to our support team, or test your content using the chatbot and note any improvements you can make.
🔍 How the Chatbot Finds Information
The chatbot indexes all accessible documents and uses semantic search to match user queries with relevant content. It looks at:
Document titles and headings
Paragraph content and structure
Metadata like categories, tags, and document type
User permissions (shows only what the user can access)
✅ Best Practices for Optimizing Your Content
1. Use Clear, Descriptive Titles
Titles should directly reflect the content. Avoid vague or overly broad names.
✅ Example:
Good: How to Submit an Expense Report
Bad: Company Process #12
2. Structure Your Content with Headings
Use clear, hierarchical headings (##, ###) to organize content. The chatbot gives weight to headings when determining relevance.
✅ Example:
## Submitting Your Timesheet
### Step 1: Log into the Portal3. Include Commonly Asked Phrases
Use the same language your team uses when asking for help. Add alternative phrasing where relevant.
✅ Example:
“Submit a leave request” vs “Apply for time off”
📌 Tip: Add a short FAQ section at the bottom of important documents to include variations of questions.
4. Avoid Walls of Text
Break content into short paragraphs, bullets, or steps. This improves readability and search relevance.
✅ Use:
Bullet points
Numbered steps
Highlighted callouts
5. Tag and Categorize Accurately
Make sure documents are in the correct category and use meaningful tags. This helps the chatbot prioritize context.
6. Link Related Content
Add internal links to related documents. This helps the chatbot follow topic connections and improves result coverage.
✅ Example:
See also: Remote Work Policy
7. Keep Content Up to Date
Outdated documents can reduce accuracy. Set regular reviews or use version tracking to ensure freshness.
8. Use the AI Preview Tool (if enabled)
BlueDocs may offer a preview of how your content will be interpreted by the AI. Use this to test and refine responses before publishing.
🛠 Troubleshooting Poor Chatbot Results
Document not showing? Check visibility and permissions.
Answer is outdated? Make sure the document has been re-indexed after editing.
Result irrelevant? Revisit headings and clarify intent using FAQ-style phrasing.
📈 Want to Go Further?
Consider assigning someone as your “AI Content Champion” to review chatbot feedback and continuously improve documentation based on actual queries from your team.
Need help? Reach out to our support team, or test your content using the chatbot and note any improvements you can make.
Updated on: 26/05/2025
Thank you!