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Glossary
The vocabulary, without the sales language
These words get used loosely across this industry. Here is what each one means in the sense we actually use it when scoping and installing a system.
Notes from the study
The terms
A
- Agent
- An agent is a system that decides what to do next based on what it finds, rather than following one fixed rule. Related termsAgentic workflowOrchestrationGuardrails
- Agentic workflow
- An agentic workflow is a chain of steps where a system evaluates what it finds at each step and decides what happens next. Related termsAgentAutomationApproval gate (human in the loop)
- Answer engine optimisation (AEO)
- Answer engine optimisation, or AEO, is writing content so it can directly answer the specific questions people ask AI assistants and search engines. Related termsGenerative engine optimisation (GEO)Structured dataKnowledge base
- API
- An API is the defined way two pieces of software exchange information with each other. Related termsIntegrationWebhookOrchestration
- Approval gate (human in the loop)
- An approval gate is the point where a system holds its output for a person to review before it reaches a customer or the public. Related termsAgentGuardrailsEvaluation
- Attribution
- Attribution is tracking which source, an ad, a form, a referral, a piece of content, actually produced a given lead or result. Related termsLead intakeDeliverabilityStructured data
- Automation
- An automation is a fixed trigger-and-action pair that runs the same way every time a condition is met, without needing a decision. Related termsAgentic workflowIntegrationWebhook
C
- Context window
- A context window is the amount of text a language model can consider at once when generating a response. Related termsLarge language modelRetrieval (RAG)Embedding
- CRM
- A CRM is the software a business uses to track customers, leads, and the history of interactions with them. Related termsSystem of recordLead intakeIntegration
D
- Deliverability
- Deliverability is whether an email or message actually reaches an inbox instead of landing in spam or bouncing. Related termsSuppression listAutomationLead intake
- Discovery
- Discovery is the first working conversation about how a business runs today, used to scope what to build or study first. Related termsPilotSystem of recordLead intake
E
- Embedding
- An embedding is a numeric representation of text that lets a system compare meaning, not just matching words. Related termsVector databaseRetrieval (RAG)Context window
- Evaluation
- Evaluation is the process of checking whether a system's output is actually correct and useful before and after it goes live. Related termsGuardrailsHallucinationPilot
F
- Fine-tuning
- Fine-tuning is additional training applied to a language model on a specific set of examples, so it performs better on a narrow task. Related termsLarge language modelPromptEvaluation
G
- Generative engine optimisation (GEO)
- Generative engine optimisation, or GEO, is structuring content so AI systems like chatbots and AI search tools can extract and cite it accurately. Related termsAnswer engine optimisation (AEO)Structured datallms.txt
- Guardrails
- Guardrails are the limits built into a system that keep its output within what is actually appropriate for the business to send. Related termsApproval gate (human in the loop)EvaluationHallucination
H
- Hallucination
- A hallucination is when a language model states something confidently that is not actually true. Related termsApproval gate (human in the loop)GuardrailsEvaluation
- Handoff and training
- Handoff and training is the process of documenting a system and teaching a business's team to run and adjust it without outside help. Related termsPilotEvaluationDiscovery
I
- Integration
- An integration is the connection that lets an installed system work inside a business's existing tools instead of requiring a new one. Related termsAPIWebhookSystem of record
K
- Knowledge base
- A knowledge base is an organized collection of a business's own information that a system can search or reference when it needs an answer. Related termsRetrieval (RAG)Structured dataSystem of record
L
- Large language model
- A large language model, or LLM, is software trained on large amounts of text that generates and reasons about language. Related termsPromptContext windowFine-tuning
- Lead intake
- Lead intake is the process of capturing a new inquiry and getting it to the right person before it goes cold. Related termsCRMAutomationAttribution
- llms.txt
- An llms.txt file is a plain-text file at a website's root that gives AI systems a structured summary of the site and its key pages. Related termsStructured dataKnowledge baseGenerative engine optimisation (GEO)
O
- Orchestration
- Orchestration is how a system coordinates several steps, tools, or decisions so they run in the right order and hand off cleanly. Related termsAgentic workflowIntegrationGuardrails
P
- Pilot
- A pilot is a small, scoped first version of a system, built and run against real data so it can be judged honestly. Related termsDiscoveryEvaluationHandoff and training
- Prompt
- A prompt is the instruction given to a large language model that tells it what to do and how to do it. Related termsLarge language modelContext windowGuardrails
R
- Retrieval (RAG)
- Retrieval, or RAG, is the practice of pulling in specific outside information before a language model answers, instead of relying only on training. Related termsVector databaseEmbeddingKnowledge base
S
- Structured data
- Structured data is information organized in a consistent, labelled format that both software and search engines can read reliably. Related termsGenerative engine optimisation (GEO)Answer engine optimisation (AEO)Knowledge base
- Suppression list
- A suppression list is the record of contacts a system should never message again, kept to protect deliverability and respect requests. Related termsDeliverabilityAutomationGuardrails
- System of record
- A system of record is the one place information is treated as correct when different sources disagree. Related termsCRMIntegrationDiscovery
V
- Vector database
- A vector database stores embeddings so a system can quickly find the records most similar in meaning to a new query. Related termsEmbeddingRetrieval (RAG)Knowledge base
W
- Webhook
- A webhook is a message one system sends to another the instant something happens, instead of being asked for an update. Related termsAPIAutomationIntegration
Take it with you
The AI Readiness Checklist
The things to have in order before a business installs its first AI system include data, process, people, and tools. The worksheet helps you choose the first pilot. It is the list we work through on a discovery call.
Want one of these built into your business?
It starts with a discovery call and a scoped pilot.
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