IntegrAuth Academy
Identity, security and practical AI — free, from zero. Byte-sized lessons, real diagrams, hands-on labs, zero fluff. Two programs, each with its own exam and certificate.
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Projects and custom assistants
Every week, Priya pastes the same refund rules into a new chat. So does her team. Your goal: set up a team helper once, test it, and share it safely.
🧪 Interactive lab — enable JavaScript to play with this one.
- A project saves instructions and files. Every new chat in it starts with them.
- Instructions say how to answer. Files hold the facts.
- Test it on real questions. Check which file each answer used.
- Sharing a project often shares its files. Never put secrets in.
Set it up once
A normal chat starts empty. A project is a saved space in an AI app. You add its instructions and files once. Every new chat in it starts with them.
A custom assistant is the same idea, built for one job. Your team can use it, too.
Instructions or files?
Instructions say how to answer: the tone, the length, and what to do when unsure. They work like a system prompt that you write. Files hold the facts, like a policy or a price list. These are knowledge files.
One good line for the instructions: "Use only the files. If they don't answer, say so."
Test it before you trust it
Ask it 5 real questions from your team, and one the files can't answer. Many tools show which file an answer came from. If yours doesn't, ask it to name the file. A wrong answer often means an old or missing file. When a policy changes, swap the file.
Now check some sharing plans before Priya shares her helper.
🧪 Interactive lab — enable JavaScript to play with this one.
Go deeper: who can see it
Sharing a project usually shares its instructions and files. People who can use it can often read them. In some tools, they can also see the chats in it. Check your tool's help pages before you share.
- Share with named people or your team. A link can be forwarded.
- Build work helpers in a tool your company approved, not on a personal account. See Safe AI at work.
- A helper that one person owns can be lost when that person leaves. Give a second person edit rights, if your tool allows it.
Go deeper: what never goes in
Never add passwords, API keys or login codes. Never add personal data the job doesn't need, like a full customer list. Remove private details from files first. Do it as you would before a paste into a chat (Safe AI at work).
Instructions are not a safe place for secrets. Users can often get the AI to repeat them. A file can also hide orders for the AI. This is prompt injection. So add only files you trust.
Go deeper: why it can miss a fact
With many files, the AI often does not read them all for every question. Many tools find the parts that match your question. They give only those parts to the AI. This is RAG, from Search by meaning. So a fact deep in a long file can be missed.
Short files with clear names work best. Keep one file per topic. Don't keep two versions of one policy. The AI can't always tell which one is newer.
Go deeper: examples
Examples as of October 2026, in no order. None is advice. Names and features change often.
- ChatGPT has Projects. OpenAI plans to retire custom GPTs in December 2026. It is moving users to a new kind of plugin.
- Claude has Projects, with instructions and project knowledge.
- Gemini has Gems. You can share a Gem like a Google Drive file.
- Microsoft 365 Copilot has agents you make in Agent Builder, and Copilot Notebooks.
- NotebookLM from Google answers from the sources you add.
- Open WebUI is a free app you host yourself. You can save a model with its own prompt and knowledge.
Go deeper: a project or something else?
A project helps people chat with a saved setup. Rules for a coding tool go in an instruction file. A job that must run on its own, like sorting every email, is a workflow. Your own app calls a model through an API.
A shared helper is shared data. Before you add a file, ask: would I send it to everyone who can open the helper?
Make a project with 2 lines of instructions and one public file, like a product FAQ. Ask 5 questions. Did it name the file?