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How to access Aalto AI Assistant

1. Working remotely? Turn on VPN (for students, turn on MFA)
2. Visit
3. Choose “login”, in the top-right corner

Basic elements of the user interface​

1. Input Box: Begin the discussion in your preferred language.
2. Private Chat Option: Toggle to engage in a private conversation, ensuring the communication remains confidential.
3. File Upload Section: Upload various file formats such as PDFs, images, text, or CSV files, which the AI can then analyze or reference in its responses. (Office documents coming up as a possibility)
4. Language Models Menu: Select your preferred language model for interaction. "Aaltofi chatbot" is for personnel only, please use it in English, for better answers.
5. New Conversation: Button to start a fresh conversation thread, unrelated to previous interactions.
6. Show Document chats: Choose to name and browse your document chats.
7. New Document Chat: Choose to start a document chat in a detailed way.
8. Chat history: Find and continue your earlier discussion.
9. Settings: Leads to configuration settings for data settings, to save your discussion and to allow the document chats.
10. Prompt book: A beta version, get inspired. Learn very first things to do with Aalto AI Assistant.
11. Cost Counter: Aalto will cover the costs for you, but please track your expenses. If you are a personnel member, keep them under 30 euros per month; if you are a student, keep them under 5 euros per month. 
     
12. Help and FAQ: Provides users with access to tips, a prompt book, feedback options, and an FAQ section for guidance on using the interface effectively.
13. Advanced Settings: Opens further customization options, including modifying the system prompt which influences how responses are generated. Users can specify the tone or style for AI answers here.

​Change the language model​

Language models are the intelligence behind chat-based AI tools.  They make the discussion feel like there was human chatting with you. ChatGPT and Aalto AI Assistant both rely on OpenAI’s GPT (general pre-trained transformation) language models. ​
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1. Change the language model, in the top-left corner ​(see image below)
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2. Choose a language model to chat with, by your needs: ​
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GPT-4o (omni) is the default language model for Aalto AI Assistant and also thelatest flagship from OpenAI. It can analyse your image files: copy-paste the image into the window. GPT-4o supports multi-step tasks and costs only a quarter of GPT-4. 

GPT-5:) has improved reasoning, making it better at understanding complex situations and providing logical answers.. 

Aalto Chatbot is trained with 65.000 aalto.fi pages. It is still in beta mode, so errors may take place.

The DALL-E-3 language model is for image creation. You can create simple images with it. Tip: First ask the AI Assistant to create a good prompt, e.g., with the GPT-4o language model, and then switch to the DALL-E language model to create the image."

Document Chats  - Upload one or several files

You can now upload and interact with one or more PDF files.

a) The simple method to add PDF files 

1. Begin by clicking on the 📎 attachment icon, then select the 'Choose File' button.
    
2. Select a PDF file to upload. 
   Please ensure the document does not contain confidential or sensitive personal information, such as health records. 
    
3. Start a discussion by asking questions or giving prompts, such as "Summarize this PDF..."

If you want to process certain PDFs in more detail, proceed as follows:

B) Detailed Method: If needed, use a more detailed approach for Document chats by grouping your questions around selected documents.

 

1. Start by Displaying the Menu
   Begin by showing the menu on the left.
    
2. Create a Document Chat
   Click the "+" icon next to the document chats.
    
3. Name the Document Chat
   Name the document chat, e.g., "Luoma, 2020, COVID."
    
4. Upload PDF Files
   Upload one or several PDF files. Please note that the language model's ability to compare multiple PDF files is still limited. A single PDF file tends to yield the best answers.
    
5. Select PDF Files 
   Choose a PDF file that does not include Aalto secret data or Aalto sensitive personal data.
    
6. Write your first prompt
   Write your first prompt or question related to the PDF file. 
   Tip: You can chain your discussions into several parts, see step 7:
7. Grouped prompts
   All your questions and prompts related to this specific document are grouped together.

Why to use Aalto AI Assistant

The main reasons are safety and privacy. Both user agreements and digital firewalls protect your data when using the Aalto AI Assistant, compared with services like ChatGPT. The Aalto AI Assistant does not use your data to train language models. 

In addition, we can incorporate more of our own data into the assistant. We started with content from Aalto.fi and are moving on to academic sources such as MyCourses.
 

What kind of content to use in AI Assistant

You can use public, internal and confidential data while chatting Aalto AI Assistant.  Secret content is not allowed.

If you are going to process personal data, please take into account Aalto's guidelines for data processing, especially the following checklist:

1. Do not process personal data unless it is necessary and minimize the data processed whenever possible. For example, remove unnecessary personal data from the text when possible. If the processing of personal data is necessary, consider the following:
2. If you cannot delete all personal data, you can enter common (non-sensitive) personal data into the AI Assistant if needed. For example, name, work phone number, and title. However, always take into account points 3 and 4.
3. Do not enter information belonging to special categories of personal data, or otherwise sensitive personal data, into the service or use it for handling such data in other ways. Sensitive personal data includes at least:

• health-related data
• race or ethnic origin
• political opinions
• religious or philosophical beliefs
• trade union membership
• genetic data
• biometric identification data
• data related to sexual behavior.

1. Conduct a Data Protection Impact Assessment (DPIA) if the criteria are met and use it to find ways to reduce the risks of data processing for the specific purposes examined. See DPIA guidelines. Currently, AI is considered a new technology according to the list.
2. You can request support from tietosuojavastaava@aalto.fi.