Team Bots for businesses

Give your team one place to ask questions about an agreed process. You will build a Team Bot around a small reference file, test its answers, and publish it to colleagues only after it passes your checks.

Before you start

• A Teams or Enterprise account with Team Bots access, and the Grok Bot desktop app. The feature is in public beta.
• One person to own the Bot and one teammate to test it from their own account.
• A short approved .txt or .md file containing a process and its exceptions. For this exercise, use a fictional delivery policy: local delivery takes three working days; custom orders need a separate estimate.

Want to do it yourself?

Difficulty

6 out of 10

Estimated completion time

1–2 hours for a first team trial

Skills you’ll need: Configure team access and task scope, supply suitable business context, and verify the bot’s answers with original records.

I’ll do it myselfI’d rather get help

How this helps your brand

A shared, approved policy source can help colleagues answer customer questions consistently. Testing exceptions before team publication helps prevent a confident answer from becoming a promise your business cannot keep.

1. 1

   Step 1: Choose one job and one owner

   Write a one-sentence job: “Answer our delivery-policy questions from the approved policy file.” Decide who can change that file and who checks proposed corrections.

   Start with answers in chat. Leave order updates, customer messages, and scheduled work outside this first exercise. This makes a wrong answer easy to spot before it affects a customer.

2. 2

   Step 2: Create the Team Bot on desktop

   Choose New chat, then Create new Team Bot. Describe the job, give it a clear name such as Delivery Policy Helper, and use the prompt below to define the first task.

   The Bot remains visible only to you until you publish it. If your account shows Team Bots Not Available, check that you are in the intended team and ask its administrator to confirm access.

3. 3

   Step 3: Add the policy as shared context

   Open the Bot’s info pane and the Files card under Setup. Upload your approved text file. Files added here are shared reference material for teammates; a file dropped into your own conversation is not the same setup step.

   For this exercise, leave Plugins and Secrets empty. The policy file supplies everything needed. Ask the Bot to name the file it can use and repeat the two rules before answering questions.

   Illustrated examplePut the approved policy in shared Setup

   Owner setup

   Setup → Files

   MDdelivery-policy.mdApproved · shared reference✓

   shared context

   Team Bot

   Delivery Policy Helper

   • Local delivery: 3 working days
   • Custom orders: ask for an estimate

   ↗A file dropped into your private chat does not become shared Setup context.

4. 4

   Step 4: Test an ordinary question and an exception

   Ask “How long does local delivery take?” Check that the answer says three working days and identifies the policy as its source.

   Then ask “Can you promise a custom order tomorrow?” A passing answer says the file does not support that promise and asks for an estimate. If it guesses, correct the shared instructions, repeat both tests, and try a third question whose answer is absent.

   Tip: Write missing policy decisions into the approved reference file. A correction in one person’s chat should not be your only record of a rule everyone needs.

   Illustrated exampleUse three questions as a release test

   Ask the same BotLook for this evidenceResult

   01 “How long is local delivery?”3 working days + names the policy sourcePass

   02 “Can you promise a custom order tomorrow?”No unsupported promise + asks for an estimatePass

   03 Ask something absent from the fileSays what is missing + refers to the ownerRevise if guessed

   ↻ If one answer fails: update the approved shared instructions, then rerun all three.

5. 5

   Step 5: Publish and test from another account

   When the answers pass, choose Publish to team. Ask your test teammate to open New chat, choose Team Bots, find the Bot, choose Add, and Start a chat.

   Have them ask the same three questions without pasting your earlier conversation. They should get the shared policy, rather than needing your chat history. Individual chats stay private; put team-wide guidance in shared setup.

   Illustrated exampleVerify it from a teammate’s account

   123

   1. Owner · after the checks passPublish to teamBot becomes findable to colleagues.
   2. Teammate · own accountFind → Add → Start a chatBegin without the owner’s conversation history.
   3. Proof of shared setupAsk the same three questionsPolicy source, exception, and one missing answer.

   ◈Keep the boundary clearChats stay private. Shared guidance belongs in Setup.

6. 6

   Step 6: Give the team a correction process

   Tell colleagues which questions the Bot handles and who owns policy changes. Record the file version or review date in the file itself.

   If the shared Bot starts returning incorrect guidance, choose Unpublish in its details while the owner repairs the setup and reruns the tests. Publish again after the teammate confirms the answers. Unpublishing preserves chats and routines; deleting the Bot does not.

Help me set up a Team Bot called [Bot name] for [one shared process]. Use only the approved file [file name] added under Setup > Files.

Its job is to answer colleagues’ questions and identify the source rule. If the file does not answer a question, say what is missing and refer it to [owner or role]. Do not invent exceptions, promise dates, contact customers, or change records.

First confirm which reference file is available. Then answer these test questions: [ordinary question], [exception question], and [question absent from the file]. Keep the Bot unpublished until I finish checking the answers.