Related guides are turned on per organization by MSPortal. The Related guides tab appears in Settings > Documentation once it is on. Contact MSPortal support to enable it.
Before you start
- You need permission to manage Documentation settings.
- AI must be on for your portal (Settings > Tenant > AI). Without it, the tab still works for editing, but Generate metadata stays off.
- The documents come from folders you already have in Documentation: portal pages, Hudu articles or IT Glue documents. Images inside IT Glue documents do not render in MSPortal.
- Company users only ever see guides whose document they can already open, following the same folder and document sharing rules as the Documents tab. Share the folder with the right client roles before expecting clients to see its guides.
Add a folder’s documents as guides
1
Open the tab
Open Settings > Documentation and click Related guides.
2
Choose a folder
Under Generate guide metadata, pick a folder in Folder. The line below the folder tells you how many documents it holds and how many already have metadata.
3
Generate metadata
Click Generate metadata for N documents. AI reads each document and writes a one-to-three sentence summary, up to fifteen keywords, and a “show when” hint. The button shows progress and works through the folder ten documents at a time. Leave Skip documents that already have metadata ticked to add only new documents; untick it to rewrite every document in the folder, which clears their reviewed status.
4
Check the result
Each document appears in the Guides table with Needs review. A document that could not be processed is listed under the button so you can try it again.
Branch preview on the Demo tenant: the Guides table after review, with reviewed badges, enabled switches and the row menu.
Review each guide
Requesters never see a guide until a person has marked it reviewed. Open the row menu (⋯) and click Edit.1
Read the summary
Summary is what the matcher reads to decide whether the document fits a request. Keep it to the problem the document solves and the product it covers.
2
Tune the keywords
Keywords are the words a requester would type: symptoms, product names, error text. A request that contains two keywords, or one multi-word phrase, always shows the guide; otherwise the AI picks from the best keyword matches. Add a keyword by typing it and pressing Enter; remove one with its ×.
3
Set when to show it
Show when tells the matcher when the guide applies and when it does not, for example “Sign-in errors in Procore only; not for other apps.”
4
Mark it reviewed and save
Tick Reviewed and accurate once the text matches the document, then click Save. The row changes to Reviewed. Saving without the tick keeps the guide hidden from requesters.
Branch preview on the Demo tenant: the Edit guide dialog with the AI-written summary, keywords and show-when hint for an acceptable use policy.
What requesters see
When someone describes a request to the AI Assistant, on the New Ticket page or from Home, the assistant starts the ticket draft and shows up to three matching guides beneath its reply, with each guide’s reviewed summary. Clicking a guide opens the document in MSPortal. The ticket draft continues as normal.
Branch preview on the Demo tenant: the assistant drafting an offboarding ticket and showing the matching Employee Offboarding Procedure under its reply.