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How to Create a Chatbot With Your Documents

Published in Apr 08, 2024

8 min read

Natural Language Processing (NLP)
Artificial Intelligence (AI)
Machine Learning (ML)


Are you thinking about making a chatbot that chats away based on your own stash of documents? This kind of chatbot takes your existing documents—be they FAQs, manuals, or any written material—and turns them into a conversational interface.

In this article, we will outline how to create a chatbot with your documents and ensure that your bot is not only chatty but also helpful and on point with its answers.

What Are Document-driven Chatbots?

Document-driven chatbots are specialized chatbots that pull information directly from texts to answer user questions. They're useful when people need quick, relevant answers, such as in customer support or educational environments.

These chatbots rely on a blend of technologies in sifting through documents, synthesizing user research, and providing relevant responses:

Natural Language Processing (NLP)

NLP is what helps chatbots understand human language. The tech allows a chatbot to read and make sense of documents, figure out what a user is asking, and decide which parts of the text are relevant to that question.

Artificial Intelligence (AI)

AI gives chatbots the cleverness they need to handle complex interactions. It lets them understand questions better, keep conversations going, and learn from each chat to improve.

Machine Learning (ML)

ML is a type of AI that learns from your own data. This means chatbots become more adept with each query they process. They can analyze past interactions, refine their comprehension of questions, and fetch relevant information.

Advantages of Using Documents to Power Chatbots

Using your own documents to feed chatbots simplifies how information is shared and found. Chatbots that draw from documents can easily create accurate and consistent responses.

This approach saves time by cutting down on manual searches and the need for live support while keeping the information current and reliable.

Additionally, these chatbots can easily handle changes in the number of questions they get and can be updated simply by changing the source documents.

For businesses, it's a practical, low-cost way to manage and provide information. Users get the quick answers they're after, and organizations get to boost their customer service game without breaking the bank.

How to Create a Chatbot With Documents

Let’s take a look at the seven steps to create a chatbot with documents.

Step 1: Define the Purpose and Scope

Begin by determining the goal of your chatbot. Do you need it to answer FAQs based on a user manual? Or should it provide detailed explanations from a collection of research papers?

Defining your goal will help you choose the right tools and plan your approach.

Step 2: Gather and Prepare Your Documents

Collect all the documents your chatbot will need to reference. This might include PDFs, Word documents, or even web pages.

Then, the chatbot will organize and preprocess them for easier access and understanding. This can involve converting documents to a uniform format and extracting or tagging relevant information.

Step 3: Choose the Right Technology

When it comes to building your chatbot, various platforms and frameworks are available, each offering unique features.

Among many, stands out for its use of semantic search technology. Unlike traditional search methods that rely on keyword matching, semantic search with looks into the meaning behind your queries.

Therefore, it translates to more relevant search results and a more intuitive user experience for your chatbot.

Step 4: Implement Natural Language Processing (NLP)

NLP is a critical component of your chatbot and allows it to understand and respond to user queries naturally. Most chatbot frameworks provide some NLP functionality, but you might need to train your model specifically on your documents.

This involves feeding your documents into the NLP model to help them learn the vocabulary and context. Training the model on typical user queries can also improve its ability to match these with relevant information from your documents.

Step 5: Integrate Document Lookup

Once your chatbot can understand user queries, it needs to be able to search your documents for relevant information.

Implement a document lookup system that can quickly search through your document database based on the query context. Extract and format the relevant information to provide a concise and helpful response.

Step 6: Test and Refine

With your chatbot up and running, it's crucial to test it extensively. Encourage users to try it out and provide feedback. Monitor the chatbot's performance to find areas where it may be misunderstanding queries or failing to retrieve the correct information.

Use this feedback to refine your NLP model and document lookup algorithms.

Step 7: Deploy and Monitor

Deploy your chatbot to the desired platform, whether a website, social media, or an internal portal. Monitor its performance and user interactions to gather insights and refine its capabilities.

Build a Document-driven Chatbot with

Now that you know how chatbots work with documents, here's a step-by-step tutorial on how you can effectively implement it with an AI tool:

Step 1: Sign Up

First, sign up for You can also book a demo to learn more and build a chatbot tailored to your own data.


Step 2: Go to the Chatbot Dashboard

After logging in, you'll find a dashboard where you can manage your existing chatbots or start building new ones.

Step 3: Start a New Chatbot

Click the "New Bot" button to take you to a page dedicated to building your chatbot. This is where the creation process begins.

Step 4: Upload Your Documents

In the chatbot builder, look for the "FILES" tab. Here, you can upload the documents you want your chatbot to use. supports formats like PDF, TXT, CSV, TSV, HTML, and HTM. Select and upload your documents here.

Step 5: Build the Chatbot

Once your documents are uploaded, click "Build Now" to build your chatbot. This involves processing your documents to create a searchable database from your uploaded files effectively.

Step 6: Interact with Your Chatbot

When the chatbot is ready, you'll be taken to a chat interface where you can ask questions about your uploaded documents. This is your chance to see how your chatbot retrieves information and responds to queries.

Create an Intelligent Chatbot Directly on Your Docs With

Are you looking to improve your site's document search? Explore Denser AI's smart features by trying out a **free trial **or **scheduling a demo **now.


With Denser, you're transforming your website into a more user-friendly space where information is accessible and intuitively found. Improve your site's search capabilities and make navigation easier for your users today!


Making a chatbot that searches documents for answers is a practical way to improve information access. Adding semantic AI search significantly boosts this by allowing the chatbot to understand the intent behind searches, not just the keywords.

No more hitting dead ends because of keyword mismatches.

It provides a direct line for your users to find what they need without going in circles. A chatbot adept at interpreting queries makes every search process feel effortless for users.

How to connect GPT API to a document-based chatbot?

Integrating GPT API into your chatbot involves using your OpenAI API key. This connection enables your chatbot to analyze and generate responses from your documents, making it smarter in handling queries.

What are indexing documents for a chatbot?

Indexing documents means organizing them so your chatbot can quickly search and retrieve information. While there's no specific llama index, proper indexing is crucial for making your chatbot efficient at finding the right document content to answer user questions.

What does "following command" mean in chatbot programming?

When creating a chatbot, "following command" usually means the next step or code line you'll run. It's part of building, testing, or deploying your chatbot.

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