# Manage AI references

> Source: https://docs.clonepartner.com/ui/ai-references/

AI references are curated documents the Envoy assistant can retrieve while answering questions. Use them for deployment-specific terminology, approved operating procedures, field definitions, and customer-facing policies that are not already in the product's built-in guidance.

References improve context; they do not grant new permissions or make unapproved operations safe.

## Create a reference

An admin or superadmin can create, edit, enable, disable, or delete references. From **AI references**, choose **New reference** and enter:

- **Slug** — stable, unique identifier;
- **Title** — human-readable topic;
- **Keywords** — terms users are likely to ask about;
- **Content** — concise Markdown guidance;
- **Enabled** — whether retrieval can use the reference.

Example:

```markdown
# Ticket migration terminology

- Source tenant: the account records are read from.
- Destination tenant: the account records are written to.
- Exception queue: records that require operator review.

Before resuming a failed write, reconcile the destination by source external ID.
```

Use one topic per reference. Put likely phrases and domain aliases in keywords rather than repeating them throughout the content.

## What to include

Useful references contain:

- stable definitions and naming conventions;
- approved diagnostic sequences;
- data ownership and escalation boundaries;
- links or identifiers that users can access;
- cautions for irreversible actions;
- expected schemas or field semantics.

Prefer source-of-truth documentation for long procedures. Summarize only the context the assistant needs.

## What not to include

Never store:

- passwords, API tokens, private keys, or connection strings;
- personal or regulated data;
- raw customer exports;
- temporary incident details;
- instructions that bypass review or access control;
- unsupported claims about external systems.

Anyone able to use the assistant may receive relevant excerpts, subject to product permissions. Treat reference content as assistant-readable operational documentation.

## Maintain references

Review after a connector, schema, workflow, or policy changes. Edit a reference in place when its topic remains the same. Delete stale or superseded references so retrieval cannot surface conflicting guidance.

After an update, ask a representative question and confirm the assistant:

1. uses the correct terminology;
2. does not invent missing values;
3. cites the operational limitation;
4. asks for confirmation before a destructive operation;
5. respects the current user's permissions.

## Assistant safety boundaries

The assistant's API tools use the authenticated user's access. A reference cannot bypass role checks, create hidden credentials, or make a disabled connector available. Tool results and current product state take precedence over stale reference prose.

See [AI assistant](/ui/ai-assistant) and [AI assistant and reference behavior](/reference/ai-assistant).