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Workflow AI Assistant Now Skips Unnecessary Knowledge Base Searches

· 2 min read
SMBcrm Team
SMBcrm Team
Product Team

We’ve improved the Workflow AI Assistant so it can better recognize when a knowledge base search is actually needed and when it isn’t.

What’s new​

The AI Assistant now skips unnecessary knowledge base lookups in two common situations:

1) Simple conversational messages​

If you send quick messages like “Hi,” “Hello,” or “Thanks,” the assistant will respond without running a knowledge base search in the background.

2) Workflow analysis requests​

If you ask questions like “Analyze my workflow” or “Explain this workflow,” the assistant will use the workflow context you’re already viewing rather than searching external documentation.

Instead of searching on every message, the assistant now only triggers a knowledge base lookup when your message includes meaningful content that’s likely to benefit from it.

Why this matters​

This update reduces waiting for searches that don’t add value, which means:

  • Faster responses for simple interactions
  • Quicker workflow analysis and explanations
  • A more efficient experience when working inside workflows

Screenshot 2026-01-14 at 7

Tips for getting the best results​

If you want the assistant to pull from help documentation, include a specific question or keyword (for example, “How do I update a workflow trigger?”). If you’re asking for workflow feedback, mention what you want improved (for example, “Explain why this workflow might be sending duplicate messages.”)