Guidance for requesting Custom Agent / API or Portkey Request

This page provides guidance on the questions in the Yale AI Platform request form which must be filled out to get access to Custom Agents / API keys in Clarity or API key management in Portkey.

Before beginning to fill out the form, please note:

  • The selections made on the form may cause it to change dynamically.
  • All fields with red asterisks(*) are required.
  • Users cannot start filling out the form, save changes, and complete the request later.

The following pages provide additional information and should be reviewed before filling out the request 

Use Case Details

Why this is asked
This question ensures that the appropriate setup is configured and access is granted.

What a good answer includes

  • Select “Custom Agent” if a conversational agent in Clarity is needed.
  • Select “API” if API access is needed either through Clarity API or Portkey. 
  • Select “Both” if the use case requires a combination of the two.

Why this is asked
A concise use case title helps the AI Platform Services team quickly understand your intent and reference your request accurately in follow-up communications.

What a good answer includes

  • A clear, high-level title that describes the use case in a few words.  

Example answer
ITS Support Agent

Why this is asked
This helps the AI Platform Services team understand the goal of the use case and how Clarity or Portkey can help achieve it.

What a good answer includes

  • A clear description of the problem or task being faced.
  • An explanation of how a Custom Agent or API is envisioned to help solve this problem. 

Example answer
Please refer to the samples of prior use cases on the Custom Agents page and API page. 

Why this is asked
Understanding the current solution helps the AI Platform Services team assess and understand the use case. 

What a good answer includes

  • A description of the current solution and any tools used to address the problem.
  • Mention of any limitations or inefficiencies of the current solution.

Example answer
The task is currently performed manually. A research assistant reads through the documents and uses a spreadsheet to track findings. This process is slow, and it’s easy to miss relevant information.

Why this is asked
This helps clarify the expectations for the use case and define what success looks like.

What a good answer includes

  • Specific, measurable goals (e.g., “reduce document analysis time”).
  • Expected improvements in efficiency, accuracy, or user experience.

Example answer
The hope is to reduce the time spent on initial document analysis, allowing researchers to focus more on interpretation and writing. It is also expected that new connections might be uncovered that would be missed in a manual review.

Why this is asked
Identifying potential risks upfront allows the team to provide better support and guidance, ensuring that Clarity or Portkey is the right solution for your use case.

What a good answer includes

  • Concerns about the accuracy or reliability of AI-generated responses.
  • Any anticipated difficulties in integrating the AI solution with existing systems.

Example answer
Some of the historical documents are scans of poor quality, which might be difficult for the AI to process accurately. There are also concerns about the potential for the AI to provide incorrect information, so a process for human verification will be needed.

Why this is asked
This helps the AI Platform Services team understand the user base.

What a good answer includes

  • All relevant groups selected from the multi-select list provided in the form.
  • If “Other” is selected, a specific description of the user group should be provided.

Example answer
Faculty, Staff, Researchers

Data & Files

Why this is asked
Knowledge sources are files that provide context to a Custom Agent, allowing it to answer questions based on the specific information provided in the sources.

What a good answer includes

  • A “Yes” or “No” answer.
    • If “Yes” is selected, please list the file extensions (file formats) you will be using

Why this is asked
This is a critical question for security and compliance. The data classification level determines whether the use case requires additional review by the Data Governance or Information Security Office (ISO) teams to ensure it complies with university policies. Please note, we are not currently accepting API use cases involving PHI.

What a good answer includes

  • The University’s Data Classification Guidelines must be reviewed before answering.
  • The single highest classification level that applies to any of the data must be selected.

API Request Details

Why this is asked
This helps in provisioning the necessary API keys for the use cases.

What a good answer includes

  • A numerical estimate of the individual keys expected to be needed.

Example answer
3

Why this is asked This information helps the AI Platform Services team understand the current usage and use case. 

What a good answer includes

  • A selection of “Yes” or “No”.
  • If “Yes,” provide as much detail as possible for the follow-up questions regarding the current model, rate limits, and usage.

Example answer
Yes

  • AI Model: GPT-5.2
  • Rate Limit: 100 requests/minute
  • Tokens per Minute: 50,000
  • Requests per Minute: 80
  • Adapt code to Clarity API syntax: Yes, the application can be modified to use the native Clarity API.

Why this is asked
These controls are mandatory requirements from the Information Security Office (ISO) to pass a Security Planning Assessment (SPA) evaluation without exception. 

What a good answer includes

  • “Yes” must be the answer for all control statements to pass a SPA evaluation without exception.
  • Answering “Yes” confirms an understanding of and adherence to these security best practices, including:

Why this is asked
For API requests, the person who has ultimate responsibility for the application where the API key will be used must be identified.

What a good answer includes

  • The name and title of the individual who owns the application.

Example answer
John Smith, Lead Application Developer

Why this is asked
If you are building a solution using an API key, you must have someone outside the AI Platform Services team who will be responsible for code changes, bugs, and maintaining the solution etc. Please ensure you inform the person that you are referencing them on the request form. 

What a good answer includes

  • The name, email address, and department of the individual(s) who is going to maintain your application. 

Example answer

Why this is asked
This confirms that the financial administrator responsible for the provided COA is aware that it will be used for API service charges, ensuring transparency and proper financial oversight.

What a good answer includes

  • The full name and email of the lead administrator who has been notified.

Example answer

Why this is asked
API usage incurs costs that will be billed back to the appropriate COA (Chart Of Accounts). This information is required to correctly charge those costs to the department, unit, or project.

What a good answer includes

  • A valid COA string
  • The university’s COA-validator tool should be used to ensure the COA is correct before submission.

Example answer
A valid COA string contains:

  • A Grant, Gift, or Yale Designated segment
  • Cost Center
  • Program
  • Project
  • The Assignee field is optional and may be left blank.

Ownership & Approvals

Why this is asked
This helps the AI Platform Services team understand the requestor’s primary role at Yale. Students need a faculty sponsor to submit a use case.

What a good answer includes

  • The primary affiliation selected from the list.
  • If the requestor is a student, the name, email, and NetID of a faculty member who has agreed to sponsor the use case must be provided. Email and NetID can be found in the Yale Directory. 

Example answer
Student 

Why this is asked
This is to ensure that the request is associated with the correct end-user if the person filling out the form is doing so on behalf of another individual.

What a good answer includes

  • A selection of “Yes” or “No”.
  • If “Yes,” the contact details for the end-user, including First Name, Last Name, Yale Email Address, and NetID. This information can be found in the Yale Directory.

Example answer
Yes

Why this is asked
Collaboration with the local IT support team is essential for data governance and ongoing support. This ensures the use case aligns with departmental and university-wide IT policies. Please ensure you inform your IT support contact that you are referencing them on the request form. 

What a good answer includes

  • The names and email addresses of the primary IT support individuals or the general support email for the department.

Example answer

Why this is asked
All use cases must have appropriate approval before a request is submitted. This ensures that leadership within the area is aware of and supports the use case. Please ensure you inform your approver that you are referencing them on the request form. 

What a good answer includes

  • The name and title of the person who approved the project.
  • This person should hold a position such as a Supervisor, Cognizant Dean, Department Chair, or Director.

Example answer
Jane Doe, Director of Research Technology

Why this is asked
This serves as a formal confirmation that the requestor understands and accepts their responsibilities regarding data handling, security, and the self-service support model. It is a mandatory step to ensure compliance with university policies.

What a good answer includes Entering a name in this field confirms that the requestor has read, understood, and agrees to follow all required guidelines.

Example answer
Jane Doe