Key Definitions in Copilot

Create a New Key Definition

To create a Key Definition:

1. Navigate to Copilot > Key Definitions.

2. Click Create Key Definition. The Create Key Definition dialog box appears.

IMPORTANT: When creating a Key Definition, be specific and clear with both the name and description. Copilot uses these fields to determine which Key Definition to apply when responding to queries. Avoid using internal-only language, abbreviations, or overly generic terms.

3. Select the type of Key Definition you want to create:

• DATA: To define logic using structured data. Refer to the Create a Data Type Key Definition section for detailed steps.
• INSTRUCTION: Use this option to define the meaning of business terms. Refer to the Create an Instruction Type Key Definition section for detailed steps.

4. Click Create Key Definition. The newly created Key Definition is saved.

Recommendation: When you create a new Key Definition, Copilot automatically references existing definitions for the same object or context. For example, a new CTA definition also includes logic or instructions from previously defined CTA-related definitions. To avoid duplication or logic overlap, review existing definitions before creating a new one.

For detailed guidance and examples, refer to the Copilot Best Practices and Known Limitations article.

Create a Data Type Key Definition

If you have selected DATA, complete the required fields:

Field	Field Explanation
Name	Enter a meaningful, descriptive name.
Type	Auto-selected based on context.
Description	Provide a brief explanation of the key definition’s purpose.
Instructions	Add a prompt-style instruction for Copilot to generate logic and output.

Tip: Be specific and avoid using internal-only terminology or abbreviations.

Example

Instructions added:

• Include CTAs due in the last 15 days.
• Also include CTAs due in the last 30 days.

Copilot merges both instructions and displays only the final logic:

Includes CTAs with a Due Date in the last 30 days.

Condition: Due Date is on or after 30 days ago

Note: Copilot displays only the resulting logic, not the full list of instructions.

Review the Output Preview

After adding an instruction to a Key Definition, Copilot displays a detailed preview to help you validate and refine the logic before saving. The following table explains each component of the preview interface.

Section	Description
	Logic: Displays the filters and rules Copilot applied based on your instruction. For example: There are 181 companies with an ARR greater than 1,000, listed below within the next 90 days.
	Summary: Explains what is included in the result. For example:  Company_Arr > 1000 (Identify companies with Annual Recurring Revenue greater than 1000)
	Key Definitions Considered: Lists any existing Key Definitions (by name and description) that Copilot used to build the current logic.
	Tip: When asking a question about a specific entity such as a Company, Relationship, Success Plan, CTA, or Task follow these best practices for accurate results:  Use single quotes around the entity’s exact name. Clearly mention the entity type. Example: Summarize 'New CS Project - Assign Sheet' CTA. Don’t miss out on any information.
	Copy Icon: Allows users to copy the entire Copilot response for use. Feedback Icons: Icons that let users rate Copilot’s response accuracy or relevance (thumbs up/down). Note: If you select thumbs down, you can provide additional comments like Not Accurate, Incomplete Info.
	Output tab: Displays a sample of the actual data Copilot will reference when responding to queries. Use this to confirm accuracy before saving the Key Definition.
	Sources tab: Lists data tables or objects Copilot references. Useful to ensure relevant data is being pulled.
	Info Tooltip: Accessible through the info icon or “Find out how” link. Opens the explanation panel to display backend logic, filters, tables used, and clarification questions. Visualization Selector: Opens a panel with multiple visualization options like table, bar chart, pie chart, line chart, and more. Users can switch how the Copilot response is displayed based on their analysis needs. Expand icon: Opens the table in a full-screen or detailed view.
	The following tabs appear when you click the Info icon or “Find out how,” offering a detailed view of how Copilot processes your query. Details: Explains how Copilot generates the response, including the filters, tables, and logic it uses. Code: Displays backend logic or pseudo-code behind the response, if available. Sources: Lists the data sources or objects used in generating the response. Clarification Questions: Shows assumptions or follow-up questions Copilot considered. Definitions: Displays Key Definitions applied during the query for standardized interpretation.

 Note

• Copilot uses standard field mappings by default, which may not align with custom configurations. Review all logic carefully.
• Admins can add additional instructions to refine behavior but cannot directly edit the original instruction text. This can lead to confusion in understanding the complete logic if multiple instructions accumulate over time.
• The Output preview does not show all added instructions. Use the Logic and Summary sections to infer the final behavior.

Manage Key Definitions

To edit an existing Key Definition:

1. Navigate to the list of configured Key Definitions.

2. To edit a Key Definition:
   1. Click the Key Definition name from the list to open the edit screen.
   2. Update the editable fields based on the Key Definition type:

• Data: Name and Description, and Instruction
• Instruction: Name and Description 

3. Review the generated logic, output, and sources (for Data).
4. Click Save to apply the changes.

To delete a Key Definition:

Click the delete icon next to the Key Definition entry and confirm the deletion when prompted.

To change status of a Key Definition:

From the status label dropdown list next to the Key Definition,select Active or Inactive, and select the new status from the dropdown. The change is applied immediately.

Note

• Inactive Key Definitions are excluded from Copilot responses.
• Copilot supports data-level or field-level permissions.
• Key Definitions must be validated carefully before activation to avoid incorrect outputs.
• Unsaved changes during Key Definition creation will be lost if the process is exited prematurely.

View Key Definitions

To view Key Definitions, navigate to the Copilot > Key Definitions tab.

You can review the list of available Key Definitions configured for your organization. Each Key Definition includes the following details:

• Name
• Description
• Type (Data or Instructions)
• Created Date
• Status (Active or Inactive)

Select a Key Definition to view detailed information, including:

• Name
• Type
• Description
• For Data only:
  • Instruction
  • Copilot-generated logic
  • Expected Output
  • Source Tables (objects used)

Data Type Out-of-the-Box Key Definitions

Use these to define logic based on structured data for accurate Copilot responses.