Process Training manages Process Guidelines — contextual rules that shape how Ava behaves in conversation. This differs from Product Training: Product knowledge is the information Ava learns, while Process Guidelines are the response-behavior layer. This article covers creating and managing guidelines, how rules are applied, setting up slash commands, plus best practices and FAQs.
Access: Trainers and Admins can open Training > Process. Admins can create, edit, delete, and activate/deactivate rules; Trainers have a read-only view.
What Process Training does
Process Guidelines are contextual rules that shape how Ava responds. Compared to Product Training:
Product Guidelines = memory-formation context (what Ava knows)
Process Guidelines = response behavior / contextual rule layer (how Ava responds)
Create and manage Process Guidelines
Character limits that apply throughout Training:
Title: 100 characters
Guideline: 10,000 characters (up to 50,000 characters when the Guideline has a slash command)
Condition: 5,000 characters
Create a new guideline
Open Training > Process Guidelines.
Select Add new.
Enter a short, clear Title.
Add your Guideline text (the instruction Ava should follow).
Choose when to apply:
Always: Ava applies this guidance in every relevant response.
Custom: Ava applies this guidance only in matching situations.
If you pick Custom, add a Condition and/or a Slash Command (for on-demand use in chat — see below).
Set the guideline to Active for immediate use.
Select Add guideline or Save guideline.
Edit, activate, or delete a guideline
Edit: Find the guideline in the Rules list, select Edit, update the title, content, condition, apply timing, or slash command, and save.
Activate / deactivate: Toggle Active on when you want Ava to apply the rule; toggle it off to pause a rule without deleting it.
Delete: Select Delete on the target guideline and confirm. Use delete only when you no longer need the rule — deactivation is a safer fallback for temporary pauses.
Search and review: Use the search bar to find guidelines by title or content, and review active rules regularly so guidance stays current and conflict-free.
Authoring tips
Write one clear behavior per guideline.
Prefer specific language over broad wording.
Keep titles action-focused (for example, "Prioritize renewal risk signals").
For custom guidance, add a slash command when teams need manual control in chat.
Process rule structure
Each rule has a Title, a Guideline (the instruction), a "When to apply" setting (Always or Custom), a Condition (required when Custom), and a Status (Active or Inactive). Validation enforces:
Title required
Guideline required
Condition or slash command required when apply type = Custom
How rule application works
Always rules apply every time.
Custom rules run through context matching against conversation content.
Ava applies relevant active rules with scope priority (user > space > organization in engine behavior, while Process Training currently manages organization-scope rules).
Rule order matters — reorder rules in Training > Process to influence how guidance is applied.
Slash commands (setup)
A slash command lets anyone trigger a specific Process Guideline on demand during chat. Guidelines with a slash command can be up to 50,000 characters, leaving room for longer on-demand playbooks.
Who can set them up: Only Admin users can create or edit Process Guidelines and assign slash commands. (For how end users use a slash command in chat, see Using Slash Commands in Chat.)
Add a slash command to a guideline
Go to Training > Process Guidelines.
Select Add new (or edit an existing guideline).
In When to apply, choose Custom.
Enter a Slash Command (for example,
prep-call).Save the guideline and keep it Active.
Slash command format rules
Use lowercase letters, numbers, and hyphens only
No spaces or underscores
No leading or trailing hyphen
Maximum length: 50 characters
Command name must stay unique in your organization
Examples: prep-call, exec-summary-30, qbr-followup.
Good practice
Pick short, clear command names that match user intent.
Keep guideline titles descriptive, since users see the title in chat after selecting the command.
Keep only useful commands active, so autocomplete stays clean.
Common issues
"Command already exists": choose a different command name.
Validation error: check the format rules above.
Command not showing in autocomplete: confirm the guideline is active and has a slash command.
Best practices for Process Guidelines
Keep each rule single-purpose and clear.
Use Always for non-negotiable standards.
Use Custom for specific contexts.
Keep inactive rules instead of deleting when you might reuse them.
Review rules monthly to reduce overlap and conflicts.
Frequently asked questions
Q: How should I change or remove what Ava has learned — by editing or deleting a guideline?
A: Guidelines should be relatively stable. It's fine to add new content to existing guidelines or add new ones, but changing or deleting guidelines is not an effective or sufficient way to delete memories in Ava. Edit memories in the chat with Ava instead. Ava is still improving at editing memories, so if you need a major restructuring, reach out to your Vivun TAM or Vivun Support so we can help delete and re-extract memories and memory sources using the new guidelines.
Q: A custom rule never triggers. Why?
A: Rewrite the condition with clearer context language and test it in a matching conversation.
Q: I can view Process rules but can't edit them.
A: Your role is Trainer. Admin permission is required to create, edit, delete, or toggle rules.
Troubleshooting
"I can view but not edit Process rules." Your role is Trainer; Admin permission is required for changes.
"Custom rule never triggers." Rewrite the condition with clearer context language and test in a matching conversation.