Your AI Estimator is designed to process quote requests quickly and accurately. Out of the box, it comes pre-trained with extensive print industry knowledge. However, every business is unique. With Guidance, you can teach the AI to follow your company's rules, tone, and knowledge base - just like you would train a new estimator joining your team.

Video Walkthrough of AI Guidance

1. What is Guidance?

Guidance is located in the Estimate Configuration tab. It lets you train the AI estimator in five key ways:

1.1 Category Guidance - rules for selecting the correct product category based on specifications
1.2 Product Guidance - default rules for filling in missing product details in estimate requests
1.3 Suggestions Guidance - rules for what default values the AI should suggest when information is missing
1.4 Knowledge Guidance - company rules, FAQs, and reference information the AI can recall when asked
1.5 Communication Style Guidance - how the AI communicates (tone, length, use of emojis, etc.)

Guidance can be applied in two separate contexts:

Internal Team Agent (inside GelatoConnect, used by your estimators)
Customer Agent (Self-Quote) (used by customers on your website or portal)

This separation allows you to control how the AI behaves for your staff versus your customers.

1.1 Category Guidance

Category Guidance tells the AI how to select the correct product category based on rules you define. This is useful when the same product type (e.g., "poster") should route to different categories depending on its specifications.

When to Use

Use Category Guidance when your business treats similar products differently based on attributes like size, substrate, or finishing requirements.

Example

A print shop receives requests for "posters" but needs to route them differently. Example:

Posters larger than 50x70 cm should go to Large Format
Posters 50x70 cm or smaller should go to Leaflets & Flyers

How It Works

Category Guidance is sent specifically to the category selection agent. This keeps your rules focused and ensures the AI selects the right product category before extracting other product attributes.

Example Rules

If product is a poster AND width or height is greater than 70 cm, select category "Large Format". If product is a poster AND both width and height are 70 cm or less, select category "Leaflets & Flyers"
If product is described as a "sign" or "signage", select category "Board"

1.2 Product Guidance

Product guidance tells the AI how to handle incomplete or vague requests by applying default rules. These rules act like the "common sense" an experienced estimator would use to fill in missing details, ensuring estimates can still be processed smoothly.

Example Rules

If a customer does not specify orientation, set it to Portrait
If colour is not specified, set to Full colour both sides
If paper is described as Satin, Silk, or Semi-gloss, map it to Dull internally

This type of guidance is especially useful for handling the natural variation in how customers describe products across geographies or industries. For instance, different terms might be used for the same paper finish, or a customer might omit details that your team normally assumes by default.

⚠️ Important: Product guidance only controls how inputs are translated into product attributes at the request stage. It does not change price calculations, machine routing, or product suggestions. Those are handled by other parts of the estimator's logic, which are intentionally kept deterministic and error-free.

1.3 Suggestions Guidance

Suggestions Guidance controls what default values the AI suggests when a customer request is missing information. This ensures the AI proposes values that match your business preferences rather than generic defaults.

When to Use

Use Suggestions Guidance when you want specific default values suggested for certain product types or scenarios. For example, if most of your PUR book covers use 200gsm paper, you can instruct the AI to suggest this rather than a generic weight.

Example Rules

If paper weight is missing AND product = PUR book, suggest 200gsm for cover
If lamination is missing AND category = Business Cards, suggest Matt lamination

How It Works

When a customer request is missing information, the AI follows this process:

Check for applicable rule - Does a Suggestions Guidance rule apply to this situation?
Validate the suggested value - Does the suggested value exist in your configuration? (e.g., is 200gsm available for the selected stock type?)
Validate the combination - Will all combined suggestions produce a valid estimate?
Apply or fallback - If validation passes, use your guided suggestion. If validation fails, fall back to the AI's default suggestion based on popularity.

This validation step ensures the AI never suggests values that would break the estimate or create invalid configurations.

Important Notes

Suggestions Guidance only influences what the AI suggests when fields are missing
It does not override values that the customer has explicitly specified
Invalid suggestions (values not in your configuration) will automatically fall back to AI defaults

1.4 Knowledge Guidance

Knowledge guidance is like an FAQ or internal knowledge base. It allows the AI to answer questions based on information you provide.

For Internal Teams: Focus on operational rules and escalation paths (e.g., "Who to contact for AI Estimator issues" or "Minimum VA% for commercial print").
For Customers: Provide company profile, services, sustainability credentials, and product information (e.g., "Where are you located?" or "Do you offer certifications?").

This helps estimators or customers get quick answers without chasing information elsewhere.

1.5 Communication Style Guidance

This defines the AI's "personality" in different contexts.

Internal teams: Keep it short, efficient, and to the point so estimators can work fast.
Customers: Keep it friendly, conversational, and approachable. Use emojis or light questions to make the interaction more engaging.

2. Best Practices

Keep internal guidance concise and functional; keep customer guidance more engaging.
Use plain text for all entries (no formatting needed).
Capture tribal knowledge from your human estimators - what they already assume when customers forget details.
Avoid over-specifying rules. Focus on defaults that save time and reduce back-and-forth.
Use Category Guidance for routing decisions based on product specifications.
Use Product Guidance for setting attribute defaults when information is missing.
Use Suggestions Guidance when you want to influence what values the AI proactively suggests.

3. Templates for Guidance

Below are templates you can copy directly into the Guidance tab. Adjust them to match your company rules and tone.

Template A: Guidance for Internal Teams (in GelatoConnect)

Category Guidance

If product is a poster AND width or height is greater than 70 cm, select category "Large Format". If product is a poster AND both dimensions are 70 cm or smaller, select category "Leaflets & Flyers"
If product is described as "sign" or "signage", select category "Board"

Product Guidance

Commercial print rules:

If orientation is not specified then set orientation=portrait
If lamination is not specified then set lamination=None and lamination_coverage=N/A
If spot_finish is not specified then set spot_finish=None
If colour option is not specified then set colour=Full colour / Both sides
If offset_paper is requested then set paper_type=uncoated
If paper requested is Satin or Silk or Semi-gloss then set paper_type=Dull

Large format rules:

If printed_sides is not specified then set printed_sides=single sided
If quantity is not specified but can be inferred as 1 then set quantity=1

Suggestions Guidance

If paper weight is missing AND product = PUR book, suggest 200gsm for cover
If lamination is missing AND category = Business Cards, suggest Matt lamination

Knowledge Guidance

For questions or feedback about AI Estimator or suggestions for improvement, contact John Doe (Admin)
Minimum VA% that should be charged for commercial print is 60%
Minimum Gross Profit% that should be charged for commercial print is 60%
Use offset_paper when customer requests uncoated stock

Communication Style Guidance

Keep it concise and efficient

Template B: Guidance for Customers (in Self-Quote)

Category Guidance

If product is a poster AND width or height is greater than 70 cm, select category "Large Format". If product is a poster AND both dimensions are 70 cm or smaller, select category "Leaflets & Flyers"
If customer mentions "banner" without specifying material, select category "Banner"

Product Guidance

Commercial print rules:

If orientation is not specified then set orientation=portrait
If lamination is not specified then set lamination=None and lamination_coverage=N/A
If spot_finish is not specified then set spot_finish=None
If colour option is not specified then set colour=Full colour / Both sides
If offset_paper is requested then set paper_type=uncoated
If paper requested is Satin or Silk or Semi-gloss then set paper_type=Dull

Large format rules:

If printed_sides is not specified then set printed_sides=single sided
If quantity is not specified but can be inferred as 1 then set quantity=1

Suggestions Guidance

If paper weight is missing AND product = PUR book, suggest 200gsm for cover
If lamination is missing AND category = Business Cards, suggest Matt lamination

Knowledge Guidance

GENERAL

You are a member of the FuturePrint team. You greet visitors as friends and speak to them as an important member of the FuturePrint team.

Use this text to answer questions in a website chat about "Futureprint".

Answer only from this knowledge. If asked for details not here (specific contacts, or non-listed equipment, details on pricing you don't have), say the information is not available and suggest they can reach out to a human team member anytime at [email protected] or call at 11 2345678.

When asked about availability or lead times, give the typical ranges above and note that exact timing depends on specifications and finishing choices.

IDENTITY

Company name: Futureprint
Location: EU-based with EEA/UK shipping (no specific city disclosed)
Years in operation: 20+ years
Market served: EEA and UK; ships internationally on request
Positioning: High-quality commercial printer with modern digital and offset capabilities and strong sustainability practices
Specialties: Books (softcover and hardcover), magazines/catalogues, marketing collateral, personalised print

SUSTAINABILITY

Status: Facility operations can be carbon-balanced via third-party programmes on request
Customer option: Customers may optionally balance paper emissions to achieve "Carbon Balanced Print" for qualifying projects
Certifications (on request): FSC, PEFC (chain-of-custody)
Energy and waste: Renewable-energy participation and comprehensive recycling/waste-reduction practices
Documentation: Impact summaries and chain-of-custody documentation available on eligible jobs

CORE TECHNOLOGIES

Digital printing (B2 and SRA3+ sheet sizes; photo-quality and business communications)
Sheetfed offset printing (up to 720 x 1020 mm class; 4-10 colours with AQ/UV coatings)
Heatset web offset printing (high-volume magazines, catalogues, inserts)
Case binding and premium finishing for hardcover books (in-house or trusted partners)

PRODUCTS EXAMPLES

Books: Saddle-stitched booklets, perfect-bound softcover, casebound hardcover, journals, workbooks, training manuals
Periodicals: Magazines, catalogues, newsletters, annual reports
Marketing: Brochures, flyers, posters, postcards, business cards, presentation materials
Personalised print: Variable data/direct mail; personalised marketing kits
Photo and stationery: Short-run photo books, cards, invitations

FAQ EXAMPLES

Q: Do you produce hardcover (casebound) books? A: Yes. Single copies through large runs, with PUR on softcover and case-making for hardcover. Jackets, headbands, and optional thread sewing available.

Q: What is the minimum order quantity? A: No minimum. We support one-off prototypes up to large production runs.

Q: What sizes can you produce? A: Common books range from about 100 x 150 mm to 300 x 300 mm; larger formats can be quoted on request.

Q: Which binding adhesive is strongest? A: PUR typically delivers higher page-pull strength and durability than EVA hot-melt.

Q: Do you offer certified papers (FSC, PEFC)? A: Yes, available on request with chain-of-custody documentation for eligible jobs.

Q: What are typical lead times for hardcover books? A: About 10-15 business days for basic builds; 12-18 business days with embellishments. Rush options 5-8 business days with a premium.

Q: Do you handle variable data and personalisation? A: Yes. We support personalised direct mail and other data-driven print applications.

END OF KNOWLEDGE BASE

Communication Style Guidance