Bot Deprecation Guidelines

It is important to communicate with your bot users before you deprecate a bot.

Here are some guidelines you can follow:

1. Define a Sunset Timeline

• Decide on a deprecation date and a full shutdown date.

• Use a phased approach if possible:

  • Phase 1: Inform users

  • Phase 2: Disable access for new users

  • Phase 3: Fully retire the bot

2. Notify Users Clearly and Early

• Announce the bot’s deprecation in the bot itself:

  “This bot will be retired on July 31. A new assistant will replace it—click here to learn more.”

• Use all available channels:

  • In-chat banner messages

  • Email alerts

  • Intranet or product updates

3. Provide an Alternative or Successor

• Redirect users to:

  • A new bot

  • A human service channel

  • A knowledge base or support portal

4. Archive or Export Bot Data

• Save conversation logs for compliance, training, or analytics.

• Document use cases, limitations, and lessons learned for future development.

5. Remove Bot from Production Environments

• Unpublish from Teams, Slack, or web portals.

• Remove API keys, OAuth tokens, and integrations.

• Shut down cloud resources or containers running the bot.

6. Monitor and Validate

• After sunset, ensure no lingering traffic or errors.

• Confirm users have transitioned successfully (via support or analytics).

Optional Enhancements

• Redirect handler: Add a fallback intent or message that says:

  “This bot is no longer available. Please use [NewBot] or contact support.”

• Deprecation dashboard: Track user messages post-deprecation and adjust transition messaging if needed.