1. Overview

The uKnowva Bot is an AI-powered virtual assistant within the uKnowva HRMS platform that helps employees instantly resolve common HR queries related to leave, attendance, payroll, and policies. It identifies user intent, searches trained documents for Bot , and delivers accurate responses with minimal HR involvement. If answers aren't found, it prompts users to raise a support ticket. The bot can be customized and retrained with company-specific data to ensure relevant, up-to-date support.

Overview of the Diagram

This flowchart represents how the uKnowva Bot handles employee queries—from question input to response or escalation—along with the roles of the Employee, Bot, and Bot Admin.

Employee Actions (Top Lane)

1. Access Bot & Ask Question:
   The employee accesses the bot through the uKnowva platform and types a query.
2. Enter Required Details & Confirm Prompt:
   If the query requires specific input (e.g., selecting a type, entering dates), the bot will prompt the user for these.
3. Get Response via Chat:
   Once the bot has the necessary context, it provides a response in the chat window.
4. Check if Solution is Found:
• If Yes → The employee closes the chat.
• If No → The process continues to escalation.

 uKnowva Bot Processing (Middle Lane)

1. Identify Intent:
   The bot first determines the user’s intent (e.g., ask about leave, salary, policy, etc.).
2. Fetch Data:
   Based on the intent, the bot retrieves relevant information from:
• System Data (like leave balance, payslip info)
• Policy Docs/Manuals
• Docs.uKnowva.com (external document library)
3. uKnowva Bot API Process:
   This core engine processes the query using NLP (Natural Language Processing) and internal APIs.
4. Is Action Based?:
• If the question requires performing an action (like applying for leave), the bot performs the action and responds.
• If not, it simply generates a text-based informational response.

Escalation & Admin Actions (Bottom Lane)

1. Raise Ticket on Helpdesk:
   If the bot can’t solve the issue, it automatically raises a ticket to the Helpdesk.
2. Retrain Bot on FAQs to Helpdesk:
   The Bot Admin periodically reviews unresolved queries and updates or retrains the bot with new FAQs or changes in policy.

Loopback Mechanism

• After a chat (whether solved or not), employees can ask a new question and restart the cycle.

Key Highlights:

• Intent recognition is central to the bot’s functioning.
• Combines policy knowledge + system data to respond.
• Escalates only when necessary (actionable fallback to Helpdesk).
• Supports continuous improvement through retraining.

2. Importance and Use of the Bot

• Employee Self-Service: Enables users to get quick answers without raising tickets or emails.
• Reduces HR Workload: Frees up HR teams from repetitive queries.
• Real-Time Assistance: Available 24/7, improving support availability.
• Custom Knowledge Training: Can be trained on organizational policies and documents.
• Multi-Module Support: Responds to queries related to:

Ø  Leave policies and balances

Ø  Attendance rules and logs

Ø  Salary details and payslips

Ø  Know about organization policies

3. Steps to Configure the Bot in uKnowva

Step 1: Install or update the com_master Component

• This component acts as the foundational dependency for bot functionalities.

Step 2: Install the uKnowva Bot Plugin

• After installation, go to Plugin Manager and enable the bot.

Step 3: Upload Training Documents

·     Policies in organizations such as leave, attendance, payroll, travel reimbursement, remote work, and employee conduct provide structured guidelines to ensure consistency, compliance, and transparency across the workplace. These documents will be used by the bot to train its responses using AI-based indexing.

Step 4: Testing the Bot

• Go to Help menu > Ask Bot
• Run sample questions like:
• “What is my leave balance?”.
• “How is late coming handled in attendance?”.
• “How can I get my Payslips?”.
• “What is Notice Period Criteria in organization?”.

4. Sample Bot Use Cases (Vary as per company policies)

1. Leave Policy

• Employee: “How many casual leaves am I eligible for this year?”
  Bot: “As per the company policy, you are entitled to 12 casual leaves per year. Please check your leave balance in the Leave Management section.”
• Employee: “Can I carry forward my unused leaves to next year?”
  Bot: “You can carry forward up to 10 unused leaves to the next calendar year, subject to manager approval.”

2. Attendance Policy

• Employee: “What is the grace period for late login?”
  Bot: “You are allowed a grace period of 15 minutes, up to 3 times in a month. Beyond that, it will be marked as a late entry.”

3. Payroll Policy

• Employee: “When will my salary be credited?”
  Bot: “Salary is processed on the last working day of each month and usually credited by the 1st of the following month.”

4. Travel Reimbursement

• Employee: “What is the per diem limit for outstation travel?”
  Bot: “The per diem allowance for domestic outstation travel is ₹1,000 per day, including meals and local conveyance.”
• Employee: “How can I claim travel expenses?”
  Bot: “Please upload your travel bills in the Expense Reimbursement module. The claims are processed within 7 working days post manager approval.”

5. Remote Work Policy

• Employee: “Do I need approval for WFH?”
  Bot: “Yes, please raise a WFH request in the HRMS, and wait for your manager’s approval before proceeding.”

6. Employee Conduct

• Employee: “What is the company’s dress code policy?”
  Bot: “The company follows a business casual dress code from Monday to Thursday and allows smart casuals on Fridays.”
• Employee: “How do I report workplace misconduct?”
  Bot: “You can report any incidents confidentially via the Internal Grievance Redressal form under the HR Policies section.”

Action-Based Bot Interaction

Use Case	Sample Action-Oriented Bot Command
Apply for Leave	“Apply 2 days of casual leave from August 5 to 6.”
Mark Attendance	“Punch in for today.”
Regularize Attendance	“Regularize my missed punch for July 30.”
Apply for WFH	“Request WFH for tomorrow.”
Download Payslip	“Download my July payslip.”
Track Raised Request	“Check status of my claim application.”

5. Maintenance & Updates

• Re-train the bot if HR policies or documents are updated.
• Monitor bot logs for unresolved queries to continuously improve its training data.
• Regularly update the com_master and uKnowva Bot plugin to get latest features and bug fixes.