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Answers to common questions about assistants, agents, knowledge, tools, models, workflows, Studio, and access. For a walkthrough of the product, start with the Introduction. Team examples are on Use Cases Overview.

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Getting started

UtopikAI is a generative AI platform for your organization’s knowledge, tools, and teams. You work through chat, assistants, agents, skills, tools, MCP servers, workflows, Studio, and tasks. You choose LLMs instead of being locked to one model. See the Introduction.
  1. Open chat and try the built-in assistants such as General, Art, and Search. You do not have to create your own first.
  2. Create a custom assistant for chat, or a custom agent, when a team needs something specific.
  3. Attach tools and skills if they need to take actions. For agents, you can also attach MCP servers.
  4. Use Studio for images, video, audio, and 3D.
  5. Use workflows for automations.
  6. Use tasks for scheduled or on-demand jobs.
  7. Optionally connect knowledge from Admin → Connectors. See Connector Overview.
No. Connectors are optional. Start with built-in assistants. Add connectors when you want search and answers grounded in your documents. See Connector Overview.
See Use Cases Overview, then Customer Support, Sales, Operations, and Marketing. For how assistants and agents work, see the Introduction.

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Assistants

An assistant is for interactive chat and Q&A. It has its own models, knowledge, skills, tools, and prompts. It is not an agent. Agents are for autonomous or scheduled work. See Creating Assistants and Introduction.
Create an assistant when people will talk to it in an interactive Q&A style. Do not use an assistant as a substitute for unattended or scheduled runs — create an agent for that.
No. Each assistant has its own models, knowledge, skills, tools, and prompts. Configuring an assistant does not change any agent.
Each assistant has its own Prompt Library. In chat, type / to insert a saved prompt. You can add prompts with a name, description, content, and version. Starter messages are separate from instructions. See Creating Assistants.
That field shows the assistant or agent you are editing — it does not create a new entity. See the Tasks FAQ.

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How agents differ from assistants

See How agents differ from assistants for the comparison table and when to use each.
No. Do not use an assistant as a substitute for unattended or scheduled runs. Create an agent for that. Create an assistant when people will talk to it in chat.

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Agents

An agent is for autonomous or scheduled work, including as a step in a workflow. Agents also have a chat UI. Each agent has its own models, knowledge, skills, tools, and prompts. It is not an assistant. See Creating Agents and Introduction.
Create an agent when work should run on its own, on a schedule, or inside a workflow. Use an assistant when people will talk to it in an interactive Q&A style.
No. Each agent has its own models, knowledge, skills, tools, and prompts. Configuring an agent does not change any assistant.
Each agent has its own Prompt Library. In chat, type / to insert a saved prompt. You can add prompts with a name, description, content, and version. Starter messages are separate from instructions. See Creating Agents.
That field shows the assistant or agent you are editing — it does not create a new entity. See the Tasks FAQ.

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Connectors

Open Admin → Connectors → Add Connector. Search or browse by category, complete setup, and save. Indexed content is then available to search, assistants, and agents. See Connector Overview.
Each connector has a Refresh Frequency (how often new documents are pulled) and a Prune Frequency (how often documents that no longer exist at the source are removed). Defaults are commonly 30 minutes for refresh and 30 days for prune. Entering 0 or leaving a field blank disables that job for that connector.
Email support@utopikai.com with the system you want to connect and your use case. You can also ingest files with the File connector.
Yes. Use the Web connector: set a base URL, scrape method, space, and sync options. It indexes pages on the same domain and base path that are reachable from that URL. No extra login is required if the site is publicly reachable.

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Tools

Tools let an assistant or agent fetch data, take actions, or generate content. Manage them in Admin → Tools (Connected Tools). See the full list on Supported Tools, or how to connect them in Tools Overview.
Open Admin → Tools → All Apps, find the app, and click Create new instance. Choose a space, set a Display name, and enter credentials if the app requires them. The instance then appears on My Apps. See Tools Overview.
Connect the app in Admin → Tools first. When creating or editing an assistant or agent, add the connected instance in the tools step of the setup wizard. Each assistant and each agent has its own tool list. See Creating Assistants and Creating Agents.
No. Each assistant and each agent has its own tools. Connecting an app in Admin → Tools makes it available to attach; attaching it to one assistant or agent does not attach it to any other.
All Apps is the catalog of apps you can connect. My Apps lists the instances already configured in your workspace, with their space, credentials type, and enabled status. See Tools Overview.
UtopikAI tools are built-in platform capabilities such as Docs, knowledge search, Sandbox, and Studio. Connected apps are third-party integrations from the catalog (for example Slack, Airtable, or GitHub). Both appear in Supported Tools. Built-in search may also be included automatically when you create an assistant or agent.
Tool sharing controls which Workspace members may use a tool instance’s credentials when that instance is attached to an assistant or agent. Shared users can run the tool in chat; they cannot view or edit API keys, tokens, or passwords. See Tool Sharing.
No. Sharing only controls who may use the credentials. You still attach the tool instance separately on each assistant or agent that should call it. See Tool Sharing.
Use specific users for personal, sensitive, or pilot integrations. Use entire Workspace for shared company accounts (for example a team Drive or Slack workspace). Public credentials in the UI means all Workspace members — not the public internet. See Tool Sharing.
Usually the user who connected the tool instance, or a Workspace administrator managing Admin → Tools. See Tool Sharing.

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Skills

Skills are reusable capabilities you install, create, or upload, then assign to a specific assistant or agent. See Skills Overview.
Open Skills, pick a marketplace skill, and click Install. Set a Skill name, Space, Visibility, and Version, then confirm. After install, attach the skill when you create or edit an assistant or agent. See Install.
Create walks you through details, instructions, access, and publish. Upload accepts a skill.md or .zip package with name and description in the file frontmatter. See Create and Upload.
Add skills in the setup wizard when you create an assistant or create an agent. Each assistant and each agent has its own skill list.
No. Skills attached to an assistant are not used by any agent, and the reverse is also true. Install or create a skill once, then attach it separately to each assistant or agent that needs it.
Tools connect apps and let an assistant or agent fetch data or take actions (for example Slack or Airtable). Skills are reusable instruction packages that shape how an assistant or agent behaves for a specific job. Both are attached per assistant or agent. See Tools Overview and Skills Overview.

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MCP servers

MCP (Model Context Protocol) servers connect agents to external systems. Add them in Admin → MCP Servers, then attach a server to a specific agent. Assistants do not use an agent’s MCP servers. See MCP Servers.
Open Admin → MCP Servers → Create MCP Server. Enter Name, Server URL, and space, then choose Transport and Authentication Method. After the server shows as connected, attach it to an agent. See MCP Servers.
When creating or editing an agent, open the knowledge and tools step and click + Add MCP Server. Each agent has its own MCP server list. See Creating Agents.
No. MCP servers are for agents only. Assistants use tools and skills instead. An assistant does not inherit MCP servers from any agent.
No. MCP servers are configured in Admin → MCP Servers, but each agent has its own list of attached servers. Adding a server to one agent does not attach it to any other agent.
Tools are connected apps from the catalog (for example Slack or GitHub) that assistants and agents can use. MCP servers are external endpoints you register for agents to call through the Model Context Protocol. Use tools for standard app integrations; use MCP when your team runs a compatible MCP server. See Tools Overview and MCP Servers.

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Tasks

Tasks run assistant or agent work on a schedule or on demand, without a full workflow. Manage them from Admin → Task Management: Task Templates, Task, and Task Results. You can also add a task in step 7 when creating an assistant or agent. See Tasks Overview.
Open Admin → Task Management, or add a task in step 7 when you create an assistant or create an agent. Click + Add Task, set Instructions, Schedule type, and Run at, then Create Task. See Tasks Overview.
Yes. Each task is attached to one assistant or one agent. Agents are the usual choice for unattended runs, but assistants can have tasks too. The task is always tied to the assistant or agent you are editing.
Open Admin → Task Management → Task Results for run history, status, and output. You can also manage live tasks and templates from the same area.
No. That field shows the assistant or agent you are editing. When you add a task from an assistant setup screen, it is the assistant. When you add a task from an agent setup screen, it is that agent. See Tasks Overview.
Use a task for a scheduled or on-demand run of a single assistant or agent — for example a daily summary. Use a workflow when the job needs multiple connected steps, tools, or logic. See Workflows.

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Workflows

Tasks are scheduled or on-demand runs of a single assistant or agent. Workflows are multi-step automations that can connect agents, tools, HTTP calls, and logic. Use tasks for recurring jobs such as daily summaries. Use workflows for chained processes.
Every workflow has a Start node. Open it to set Trigger type: Manual (Click Run) to run from the builder, or Schedule (Time-based) for Single, Recurring, or Specific run times. See Editor.

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Studio

In Studio, not in workflows. Studio has Image, Video, Audio, and 3D generators. Live catalogs: image, video, and audio.
Studio is the generation workspace for Image, Video, Audio, and 3D. Open it from the product, pick a generator, choose a model, and click Generate. Finished work appears under My Creations. See Studio Overview.
Studio creates media files — stills, clips, audio, and 3D models. Workflows are multi-step automations on a canvas that can chain agents, tools, and logic. Do not use a workflow as a substitute for Studio generation. See Workflows Overview.
Yes. Open Studio → 3D for text-to-3D or image-to-3D generation. This produces 3D model files, not a 2D image that looks 3D. For still images, use Image instead.
Use Target space before you generate to choose which space the output belongs to. You can also review past outputs under My Creations for each generator.
Use the built-in Art assistant in chat to discuss creative ideas, briefs, or copy. Generate the actual image, video, audio, or 3D file in Studio. See Marketing use case.
Each generator has a Model picker. Which models you see depends on your tenant. Compare options on the live image, video, and audio catalogs, or see Image, Video, and Audio.

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Security and access

Document processing runs in your UtopikAI deployment. Content is sent outward only for the generative AI call to the LLM you configured, so that provider can produce the answer. Document-level permission sync is available where your plan includes it.
During setup, Assistant Access or Agent Access controls specific users and optional workspace-wide access. Space Access grants use of space tools for selected spaces. Only people (or the workspace) you grant can use that entity.
Workspace administrators use the Admin panel for users, connectors, models, tools, and tasks. Track consumption in Reporting. Document permission inheritance is available where your plan includes it.

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Support