The File Search feature in Glific helps NGOs make better use of their documents and knowledge bases. By linking relevant files to an AI assistant, NGOs can provide accurate, context-aware responses to user queries on WhatsApp. This feature is especially helpful for NGOs managing large amounts of information. It simplifies access to critical data, ensures consistent communication, and saves time by automating replies to frequently asked questions.

What is File Search, and Why Use It?

File Search is an AI-powered feature by OpenAI that connects uploaded documents to AI assistants, enabling precise, document-based responses to user queries. For example, NGOs can upload operational manuals, FAQs, or reports, and the assistant can directly reference these files to provide accurate answers.

Why File Search Matters:

• Reduces time spent manually searching for information.
• Improves the accuracy of responses to beneficiaries or stakeholders.
• Offers a streamlined way to manage and use institutional knowledge.

Previous Workflow

Challenges with the Previous Workflow

Before integrating File Search into Glific, managing knowledge bases with OpenAI involved several hurdles:

• Complex Multi-Platform Workflow:
  • NGOs had to switch between Glific and the OpenAI platform to upload files, generate assistant IDs, and configure settings. This back-and-forth made the process slow and frustrating.
• Data Privacy Concerns:
  • The OpenAI platform displayed files from other organisations, leading to potential privacy issues and confusion.
• Intimidating Jargon:
  • The setup process introduced complex terms like “vector store,” which could overwhelm first-time users unfamiliar with AI terminology.

These challenges created barriers for NGOs wanting to adopt AI tools, making it harder to manage assistants securely and efficiently.

A Simplified, Seamless Solution

With Glific’s new File Search UI, the entire process is now intuitive and user-friendly:

• NGOs can manage assistants, upload files, and adjust settings directly within the Glific platform—eliminating the need to switch platforms.
• The UI is designed to mirror OpenAI’s interface, ensuring a familiar experience for users transitioning from OpenAI.
• The backend automatically creates a vector store for uploaded files, but the UI skips technical terms like “vector store” to avoid confusing first-time users. Instead, the assistant simply shows that files are uploaded and ready to use.
• Data is securely managed within Glific, addressing privacy concerns and ensuring peace of mind.

Once set up, the assistant can use the uploaded documents to answer user queries effectively, making AI tools more accessible and practical for NGOs.

👉 Follow this step-by-step guide to start using an assistant with File Search.

Migrating Existing Assistants

For NGOs that already have assistants on the OpenAI platform:

• Contact the Glific team with your assistant ID.
• The team will help transfer and sync your assistant into Glific for a smooth transition.

To get started, explore the Assistants section in Glific or reach out to the team for migration support. This integration empowers NGOs to unlock the full potential of AI without the technicalities.

You can find more blogs on AI and filesearch in Glific here:

• A Simple Guide to Using Large Language Models
• Enhancing Communication with AI and Text-to-Speech in Glific