The Shared Assistant Model
Think of a shared assistant like inheriting a well-designed recipe. The creator has already:
Defined the assistant's purpose and capabilities
Written the instructions that guide its behavior
Connected datasources that will help the assistant perform its tasks
Chosen an AI provider
Decided what Slack workspaces the assistant can be accessed from
However, just like you need your own ingredients and kitchen tools to make that recipe, you need to connect your own Actions to make the assistant work with your personal accounts and data.
Datasources vs Actions: What's the Difference?
Understanding the distinction between datasources and Actions is crucial for properly setting up any shared assistant:
Datasources (Often Shared):
Information repositories like company knowledge bases, documentation, or public data
Usually connected by the assistant creator for the assistant to use no matter who is using the assistant
You typically don't need to reconnect these unless you want to add your own additional data sources
Actions (Always Personal):
Connections to your personal accounts and services (Gmail, Slack, Jira, Outlook, etc.)
Allow the assistant to perform tasks on your behalf
Must be connected by each individual user
Cannot be shared for security and privacy reasons
Your First Step: Identify What Needs Personal Connection
Before using any shared assistant, start by having a conversation with it to understand what it's designed to do. Ask questions like:
"What can you help me with?"
"What integrations do you need me to connect?"
"What Actions are required for you to work properly?"
The assistant will typically tell you exactly what connections it needs and guide you through the setup process.
When You Need to Connect Your Own Actions
You'll need to connect your personal Actions when the assistant is designed to:
Send emails on your behalf
Create or update items in your project management tools (Jira, Asana, etc.)
Access your personal files or documents
Post messages to Slack channels, this is different than accessing an assistant from Slack
Interact with any service that requires your personal authentication
Key principle: If the assistant needs to act as you or access your personal accounts, you must connect those Actions yourself.
When You Might Add Your Own Datasources
While most datasources are shared, you might want to add your own when:
You have personal documents or data that would improve the assistant's responses for your specific use case
The assistant creator encourages users to add their own supplementary information
You want the assistant to have access to your team's specific knowledge base
If you plan to add a personal datasource, then this assistant should no longer operate as a shared assistant. Adding a personal datasource to a shared assistant will change the experience for everyone using the assistant. You should duplicate the assistant and then make it your own.
Determining What's Missing or Needed
If an assistant isn't working as expected, follow this diagnostic approach:
Step 1: Review Assistant Configuration
Check if you have the right permissions to use all the assistant's features
Ensure you're using the assistant in the intended context or environment
Step 2: Connect your Actions
Open the Actions Directory
Select the appropriate Actions
Try asking the assistant to perform a task - it will tell you if it can't access required services
Best Practices for Using Shared Assistants
Start with setup: Always connect required Actions before expecting full functionality
Understand the intent: Learn what the assistant was designed to do before trying to use it differently
Test incrementally: Try simple tasks first to ensure basic functionality works
Communicate clearly: Provide context and specific details in your requests
Respect boundaries: Don't expect the assistant to work outside its designed scope without proper configuration
If you want to edit...DUPLICATE: A shared assistant is supposed to be a uniform experience. If you want to adjust the rules or AI model, duplicate the assistant and make a personal version to experiment on.
Security and Privacy Considerations
Remember that when you connect your personal Actions to a shared assistant:
You maintain full control over your connected accounts
The assistant creator cannot access your personal data or accounts
You can disconnect Actions at any time through your integration settings
Your personal information remains private and secure
Understanding these concepts will help you effectively use any shared assistant while maintaining security and getting the results you expect.