> For the complete documentation index, see [llms.txt](https://docs.aisera.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.aisera.com/aisera-platform/llm-operations/understanding-llm-capabilities/llm-lifecycle/bot-deprecation/bot-deprecation-guidelines.md).

# 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 <a href="#optional-enhancements" id="optional-enhancements"></a>

* 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.

<br>