Support Academic Workflows with PhoenixAI Assistant

Source: https://academictech.uchicago.edu/2026/03/10/support-academic-workflows-with-phoenixai-assistant/ Parent: https://academictech.uchicago.edu/about-us/ats-blog/

by Yue Deng | Mar 10, 2026 | Generative AI, How-tos

The PhoenixAI Assistant is designed for consistency and repeatability often not achieved with a chat bot alone. PhoenixAI Assistant lets you create a reusable AI assistant that can be trained on your materials, shared with collaborators, and guided to respond in ways that match your goals. You can try an Alt Text AI Assistant built by ATS instructional designer Thomas Keith to familiarize yourself with its functionality. You can also watch this video overview on setting up your first PhoenixAI Assistant:

Use Data Sources

With Data Sources, you can connect folders that contain specialized materials, such as articles, lecture notes, and code. Each data source can include up to 100 files, and you can connect folders from up to three university-supported cloud services: Google Drive, Box Drive, and OneDrive. Once your files are connected, the Assistant can respond using the context in those materials, which helps it generate answers that are more specific and more aligned with your purpose. The Data Sources supports both automatic and manual sync so the assistant stays current. This reduces the need to constantly re-upload files to Phoenix AI as your materials change over time.

Share an Assistant

PhoenixAI Assistants are not limited to the creators. You can adjust the Who can access setting and generate a shareable URL. This makes it possible to build an assistant once and then let a group use it. When you update your Data Sources, your collaborators will also access the Assistant with updated knowledge. Sharing is powerful when a team needs consistent answers. For example, if your assistant is trained on detailed documentation or protocols, it can become a reliable first stop for common questions.

Conversation Starters for Repeat Workflows

Conversation starters provide a clickable prompt button that launches common workflows. For instance, if you frequently need alt text for images, adding a conversation starter to the Assistant, as in the example mentioned above, can handle the repeated instruction. You upload an image, click the conversation starter, and the Assistant generates alt text that you can review and use. The Conversation starter improves consistency and allows for shared team standards.

Learn More

As with any AI tools, it is crucial to check the output for errors, or “hallucinations”. You can find additional examples and documentation in the PhoenixAI Assistant KB article. Phoenix AI Assistant is most effective when you treat it as something you can build and reuse. With the right training materials, sharing settings, and conversation starters, it becomes a practical tool that supports complex workflows.

(Cover image byMegan_Rexazin_Conde from Pixabay)