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jananyi790908
jananyi790908
April 26, 2026
Question

Role-based chatbot implementation in Appian interfaces

  • April 26, 2026
  • 2 replies
  • 1 view

Hi All,

I am working on an Expense Reimbursement System POC in Appian.

We have three different user roles: Employee, Manager, and Finance Team, each with separate interfaces. I need to implement an AI chatbot in all three interfaces that can answer user questions based on claim data.

What is the best approach to design and integrate role-specific chatbots in Appian? Should each interface have a separate chatbot configuration, or can we reuse a single chatbot with dynamic context?

Also, how can we ensure the chatbot responds based on the logged-in user’s role and related data?

Thanks in advance.

2 replies

varuntejg243705
varuntejg243705
April 27, 2026

Hi [mention:32a2fd43542b499eb5ce4e600181be7b:e9ed411860ed4f2ba0265705b8793d05] ,

as per your usecase, you can use a single record chat component and UI, and dynamically pass the inputs.

I recommend to use record level security for the record type, ensures chatbot only givws output from which the loggedin user is a member of certain group.

Yes, we can give dynamic context using - Additional Instructions, parameter in the component configuration->Behaviour.

FYI - Please check the relevant documentation - docs.appian.com/.../Records_Chat_Component.html

shubhama926776
shubhama926776
April 27, 2026

Use one reusable a!recordsChatField() with role-based record-level security on the Expense Claim Record Type and dynamic additionalInstructions per interface/role. No need for separate chatbot configurations unless each role needs completely different prompts or data sources.

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