TutorialIntermediate

Creating a custom assistant in Munia

Learn how to create and configure your own AI assistants to automate your recurring tasks.

Updated on 16 février 2026

Prerequisites:

  • Have access to the Munia platform
  • Understand the basics of interacting with AI
  • Know the principles of the perfect prompt

Expected outcome: Create a functional, customized assistant tailored to a specific task in your municipal department.

Reminder: the perfect prompt (8 components)

  1. Role: define who the AI should be
  2. Tasks: the precise actions to carry out
  3. Objectives: the reason for the request
  4. Context: information about your situation
  5. Format: the desired structure of the answers
  6. Tone: communication style
  7. Constraints: limits to respect
  8. Examples: reference models

Core principle

One assistant = one specific task. Do not create a « Swiss army knife » assistant; create several specialized assistants instead. There is no limit to how many assistants you can create in Munia.

The coffee analogy

  • Without AI: growing, harvesting and roasting your own coffee (slow and unpredictable)
  • With basic AI: a stovetop coffee maker (faster, variable results)
  • With an assistant: an automatic machine (standardized, fast, repeatable)

Creation steps

1. Open the creation screen

  • Click « Personal Assistant » (menu at the top right)
  • Or open the side menu (small arrow)
  • Select « Create my assistant »

2. Fill in the basic information

  • Name: a clear, descriptive title (e.g., Email proofreader)
  • Category: choose the department concerned (e.g., Communications)
  • Description: the objective in a few words (e.g., Writing and proofreading emails)

3. Configure the instructions This section contains your prompt. Structure it with:

  • Role: e.g., « You are an administrative assistant for writing and proofreading emails »
  • Objective: e.g., « Produce structured, error-free emails »
  • Context: e.g., « You work for the City of [Name] in the [Department] department »
  • Add the other elements of the perfect prompt as needed

4. Select the provider

  • Google (Gemini): natural, human-sounding writing, recommended for drafting
  • Pro version: complex tasks
  • Flash version: quick, simple answers

5. Add your contact details

  • First and last name
  • Contact email This lets users reach you with feedback or questions.

Advanced features

File search

  • For handling large volumes of documents
  • Ideal for: acts, by-laws, standards, technical documentation
  • Works like a dictionary (targeted lookup)

OCR (optical character recognition)

  • Reads the entire text of a document
  • For: summaries, full analyses, scanned documents
  • Works like reading a novel (complete analysis)

Web search

  • Enables online search capability
  • For: grants, recent information, monitoring

Code interpreter

  • Allows files to be created (Excel, Word, PDF)
  • Option to add your municipal logo
  • Required in order to generate documents

Complementary tools

  • Dalle (OpenAI): image generation
  • Calculator: precise calculations (finance, payroll)
  • Coming soon: Imagen 3 with Nono Banana (advanced image generation)

Expert features

Actions Connection to external tools through APIs (advanced technical level).

Assistant chains

  • Agent handoff: a master assistant routes to other specialized assistants
  • Agent chain: several assistants work in sequence

Previous versions You can revert to an earlier version of your assistant.

Management and sharing

Saving The « Apply » button turns dark green when changes are pending. Remember to save regularly.

Sharing

  • Click the share icon
  • Select the users
  • Choose the access level:
    • User: can use the assistant (recommended at first)
    • Editor: can modify the assistant
    • Owner: full control

Important: Make sure the people you share the assistant with are allowed to access the embedded files (confidentiality).

Other actions

  • Duplicate: create a copy to test variations
  • Delete: through the trash icon
  • Favourites: add to favourites with the star

Usage tips

Testing and iteration An assistant is never perfect on the first version. Test it, adjust it, improve it gradually.

Editing

  • Click the three dots next to the assistant
  • Select « Edit »
  • Make your changes
  • Click « Apply » The changes are updated automatically for all users.

Display If your assistant does not appear after creation, refresh the page.

Where to find them Your assistants are located in:

  • Personal Assistant (your creations)
  • Assistants shared with me
  • Favourites

Support

Need help? Use the chat bubble at the bottom right of Munia. The human team at Carange Solutions answers you directly.

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