Clanker CloudA small team can answer the same question many times and still give inconsistent replies. One colleague remembers an old service package; another copies a past email; the owner has the current answer in a separate document. A shared, reviewed answer set is useful before any automation starts.
Clanker Cloud Workspace can help assemble that set from approved sources. Save the checked FAQ as Project knowledge, then give a custom Agent instructions for drafting answers and asking for help when the sources do not cover a question.
Collect approved answers, not every past reply
Create a service-information Project with the current service menu, approved answers, and an internal escalation procedure. Identify the document the owner considers current. Recent correspondence can reveal recurring questions, but a reply from last month does not automatically override the approved policy.
Use anonymized or fictional examples for the first trial. Remove customer-specific information when it is unnecessary for the reusable answer. Keep account histories in the appropriate client context rather than embedding them in a general FAQ.
For a fictional studio, the packet could contain:
Current service menu: page copy includes two review rounds.
Client supplies product facts and approved examples.
Timing is confirmed after reviewing inputs and availability.
Translation is priced separately; no price supplied here.
An older email mentions three review rounds.
Owner must decide rush requests and exceptions.
The contradiction about review rounds is worth surfacing. It is not a reason to average the two answers or offer whichever number sounds more helpful.
Build an answer set with evidence
Ask an Agent in the Project:
Create client-faq-draft.md from the approved service documents.
Group recurring questions by scope, inputs, review, and timing.
For each answer, identify its source and review date.
Save faq-review.md with contradictions and missing answers.
Use the owner-designated current service menu for coverage.
Flag the older email's conflicting review-round count.
Do not invent a translation price or guaranteed deadline.
Do not publish the FAQ or send replies.
Open both files and inspect the answer that a customer would actually read. “Two review rounds are included” can be supported by the current menu. A rush guarantee or translation quote cannot be supported by this packet.
Keep source notes with the answer set so colleagues can review it later. The Wiki and Bookmarks guide explains ways to keep lasting references; use your preferred Workspace knowledge location after approving the material.
Give a custom Agent the checked method
Create a Client Questions Agent with the approved FAQ and the tools it needs. Its instructions should name the answer source, preferred tone, and escalation behavior. Tell it to draft responses and identify questions that require an owner decision.
A useful instruction is:
Answer from the approved FAQ and relevant Project material. Identify the source in an internal review note. If the answer is missing, outdated, or contradictory, prepare a clarification question for the owner. Do not invent exceptions, prices, or account-specific facts.
Using reference knowledge supplies context to the Agent. It does not mean the model has been permanently trained on the document or that a changed external page will update the saved file automatically.
Test questions that should not get an invented answer
Try four fictional requests: “How many review rounds are included?”, “What product facts do you need?”, “Can you guarantee delivery tomorrow?”, and “What does translation cost?”
The first two have supported answers. The last two need an owner decision or missing pricing input. Review whether the Agent preserves that difference while still writing a useful reply.
Use the customer reply-drafting workflow for a single conversation. Keep drafting and sending as explicit stages when the owner needs to review replies. A managed Agent email address has its own automatic request and response behavior; configure it separately only after deciding what it may answer.
Keep the answer set current
When a service changes, update the approved FAQ, record the change, and retest the affected questions. Review the Agent's selected knowledge and sources instead of assuming every copy changed with the original.
Assign an owner to unanswered questions and obsolete answers. Track corrections, escalations, preparation time, and review time across actual use. The improvement should be more consistent client answers, not simply more messages produced.
Begin with your custom assistant, one approved service packet, and a few test questions. Expand the knowledge base when the owner can explain and maintain the answers it contains.
Sources
Give your assistant one useful job
Create a reusable assistant from your approved service answers, then test it on ordinary questions and missing-information cases.