AI Assistant
A chat assistant that can read your approvals, requests, memos, mail and calendar, draft things for you, and carry out a few actions after you confirm them. It only ever sees and does what your own permissions allow.
- Where
- Menu › Workspace › AI Assistant for the full page. The sparkle button at the top of every page (Open assistant) opens the same assistant in a side panel, and the ask box on the home page starts a conversation.
- Who
- All staff. Every standard role includes it.
- Permissions
view_ai_assistant(Access AI Assistant). Nothing else: each tool the assistant uses checks your other permissions, so it cannot approve a request you could not approve yourself. See AI Assistant permissions.- How-to
- Ask the AI assistant
- Show / hide conversations. Opens or closes the list on the left. The suite remembers your choice on this device. On a phone the list opens as a drawer.
- Conversations. Your earlier conversations, newest first. Select one to carry on where you left off; rename or delete it from its row.
- New conversation. Starts a clean conversation. The one you were in stays in the list.
- Suggestions. Ready-made questions based on what is waiting for you. Select one to send it.
- Message box. Type a question or an instruction in plain words and press Enter (or the arrow). Shift + Enter starts a new line. While the assistant is answering, the arrow becomes Stop generating.
Screens
- AI Assistant
- The full page: conversation list on the left, the open conversation on the right. The heading shows the conversation's title once it has one.
/assistantis an older address for the same page. - Assistant panel
- The same conversations in a panel on the right of any page, opened from the sparkle button in the top bar. Handy when you want to ask about the request or memo you are looking at.
What the assistant can do
While it works, the assistant shows a small card for each step, with the name of what it is doing. These are the ones you will see most:
- Read
- Read your dashboard, Read pending approvals, Read your requests, Read request types, Read memos, Read notifications, Read mail, Read mailboxes, Read events, Read meetings, Read projects, Read customers, Read your profile.
- Draft
- Draft a memo: prepares the text for you to paste into a memo. It does not send anything.
- Act (asks first)
- Approve request, Reject request, Create request, Create event, Create customer, Mark notification read.
Confirmations
Before the assistant changes anything, it stops and shows a card with the details. Nothing happens until you answer:
- Confirm / Cancel
- The assistant has prepared an action (for example a new event) and shows what it will do. Confirm runs it; Cancel drops it. The card then reads Confirmed, continuing… or Cancelled.
- Approve / Deny
- Shown under “The assistant asks permission to run this.” Approve lets that one step run; Deny stops it.
- No longer actionable
- An old card in an earlier conversation. Ask again if you still want it done.
Approving a request through the assistant is the same as approving it on its page: it is recorded against your name. Read the card before you select Confirm.
Depends on
- The AI Assistant module being switched on (Settings › Modules).
- The assistant service running on the server. If it is not set up, the ask box on the home page is hidden, and the conversation list may stay empty or show Could not load your conversations with a Retry button. Tell your ICT administrator.
- For each tool, the module it reads from. If Mail or Meetings is not available, the assistant cannot read them either.
The screenshot was taken on a test system where the assistant service was not connected, so the conversation list is still loading. On a working system it shows your conversations, or “No conversations yet. Ask something to start one.”