AI chat

AI chat is a private conversation with the built-in AI assistant, easy. Ask about your customers, quotations, invoices and payments in your own words. It reads records with your own permissions and answers only you. It never changes anything by itself: a change it proposes waits as a card until a person approves it (see AI proposals).

How it fits together

The panel opens on the right of any page and stays open as you move between pages. What you and the assistant say to each other is a conversation. The assistant finds what your role lets you open and nothing more. Only you can see your conversations; administrators see how much AI was used, never what was said. See AI chat privacy.

How it works

1. Select Open AI chat, the assistant’s icon in the top bar beside search. On a phone the chat fills the screen, and Close AI chat takes you back.
2. Type your question and press Enter; Shift + Enter starts a new line. A question can be up to 8,000 characters.
3. To point at a record, type # and a few letters. The list offers up to three matching accounts, contacts, opportunities, quotations, invoices, credit notes and receipts of each kind that you can open. Pick one with the arrow keys and Enter, or select it. It sits in your sentence as a tag, such as Quotation Q-1001; Backspace removes the whole tag. One question takes up to five.
4. While the answer is written you see Looking it up…. Select Stop to end it; the panel then reads Stopped. The text so far is kept.
5. A record the answer mentions can be a link. Select it and the record opens behind the panel, which stays open.

Ask AI on a record

On the detail page of an account, contact, opportunity, quotation or invoice, select Ask AI in the page header (in the ⋯ menu on a phone). The panel opens with that record already in your question. If the panel is already open, select Reference followed by the record’s name instead. A credit note or receipt opens in a drawer and has no Ask AI, but # finds it.

Suggestions and commands

• Try asking: a new conversation offers up to four questions chosen for the page you are on. On an invoice they include Has INV-1051 been paid?; on the Invoices list, Which invoices are due this week?. A suggestion fills the question box; it does not send.
• Suggested next questions: under the latest finished answer, up to three follow-up questions. Selecting one sends it at once.
• / commands: type / as the first character of an empty question to list Summarise what is owed, Follow-up task, Draft a quotation, Due this week and Account brief. A command fills in its question; where a record is needed it ends in #, so the record list opens. It does not send.

You see only the suggestions and commands your role can use. The Follow-up task and Draft a quotation commands propose a change, so the list marks them Needs your approval. They, and the suggestions that create a task, appear only where the assistant may propose changes for your company.

Conversations

• New conversation starts afresh. Conversations lists earlier ones under Today, Previous 7 days and Earlier; select one to continue it, or Show more for older ones. In a long conversation, Show earlier messages loads its beginning.
• Open a conversation’s menu for Rename or Delete. Delete this conversation? asks you to confirm, then removes it for good.
• Expand gives the chat the whole content area, with the conversations on the left; Restore or Esc returns it to the side panel. A phone has no Expand.
• Your browser remembers whether the panel is open and which conversation you were in, so another page or a reload keeps your place. An answer still being written carries on and is picked up again.

Under an answer

Point at an answer, or tab onto it, to see its time and Copy. The latest answer, once finished, also has Regenerate, which writes it again in place of the old one. On a phone these are always shown. Regenerate is not offered while an answer is being written, when your allowance is used up, when AI is off or on an answer that carries an approval card.

Your allowance

• Your monthly AI allowance is your cap, your own or the company default. Questions to @easy use the same one.
• From 80% used, a line above the question box warns you, such as You have used 85% of your allowance this month, with the reset day and View usage. The panel’s ⋯ menu, Usage, shows Usage this month at any time. With no cap set for you, it says No personal monthly limit is set for you.
• When it is used up, the question box is disabled and says so. A question that needs more than is left gets What is left of your own AI allowance this month is not enough for this question.
• You see percentages, never amounts.

Good to know

• It proposes, you decide. A change it proposes happens only when a person approves the card. It cannot send email or issue or void documents. It does not read an account’s statement or receivables summary.
• It sees only what you can. A record your role cannot open is not read, even if you point at it. Fields marked sensitive are left out unless your administrator allows them in AI settings.
• Check the answer. It can misread or miss a record. Open the link and confirm amounts and dates.
• One answer at a time is written in a conversation, and at most three across all your conversations. Wait for one, or stop it.
• While AI is off for your company, the chat opens read-only. A notice says AI is currently off for your company. You can read and delete conversations, but not ask, use # or Ask AI.
• A dialog or drawer you open from the page covers the panel; close it to return to the chat.

Who can use it

• easySales sets the assistant up for your company; an administrator then switches it on under System settings → AI; see AI settings.
• Your role needs Use AI chat. Administrators have it; the Viewer role does not. Turn it on for other roles under AI assistant in the role (Roles and permissions). Without it, the top-bar icon is not shown.

Why it works this way

Your questions are your working notes. A question about a slow payer or a colleague’s pipeline is not ready for the team. Keeping AI chat private lets you ask freely; when the answer is for everyone, ask @easy in the record’s thread instead.

It reads as you, so it is never a way round your role. If the chat could see more than you, anyone with it could read records their role hides. Because it uses your permissions, it finds what you would find yourself, faster, and nothing more.

A person approves every change. Records the assistant proposes to change carry the name of the person who approved, so your history always shows who decided. Sending, payments and issuing stay with you, because those are what your customer and your books see.

An allowance per person keeps AI use fair. One busy month for one person cannot use up the whole company’s AI. Showing a percentage tells you how much is left without turning each question into a cost decision.

Work faster

• Start from the record. Ask AI on an account puts it in your question, and Try asking offers Before my visit to Harbour Café: recent dealings and what is unpaid. See Account details.
• Type / for the questions you ask every week. Due this week and Summarise what is owed fill in the wording for you. See Weekly sales routine.
• Open the chat on the Invoices list to chase payments. Its suggestions are Which invoices are overdue, and which should I chase first?, Which invoices are due this week? and Which accounts owe me the most? See Get paid faster.
• Let it draft the task. On INV-1051, the suggestion Create a task to chase payment of INV-1051 proposes a task you approve with one select. See AI proposals.
• Expand for comparisons. Expand gives a long answer or a two-quotation comparison the full width, with your conversations beside it.
• Keep a conversation per customer. Rename it after the customer, and pick it up again from Conversations before the next call.

Examples

Before a visit. Mei Tan from Lim & Co opens the Harbour Café account and selects Ask AI. After the tag she writes: “which invoices are still unpaid?” The assistant lists INV-1043 (SGD 1,200.00), INV-1051 (SGD 800.00) and INV-1060 (SGD 450.00), SGD 2,450.00 in total (1,200.00 + 800.00 + 450.00), each as a link to the invoice.

Two quotations. Mei types “Compare #”, picks QUO-208, types “and #” and picks QUO-214. The tags sit in her sentence in the order she wrote them, and the answer compares the two.

A chase list. On a new conversation Mei selects Which invoices are overdue, and which should I chase first? and presses Enter. She selects the first invoice in the answer and the invoice opens behind the panel.

A chasing task in two steps. Mei opens INV-1051 and then the chat. She selects Create a task to chase payment of INV-1051, adds “due this Friday, assigned to me” and presses Enter. A New activity card appears with the task’s title, assignee and due date. She selects Approve, and the card turns Done with a link to the new task.

Near the limit. On the 24th, a line above Mei’s question box reads You have used 85% of your allowance this month, with the reset day. She keeps her questions narrow, one customer at a time, for the rest of the month.

Common questions

• How do I open AI chat in easySales? Select Open AI chat, the assistant’s icon in the top bar beside search, or Ask AI on a record’s page. The chat stays open as you move between pages.
• Why can’t I see the AI chat icon? Your role does not have Use AI chat, or AI is not available to your company. Ask an administrator; see Roles and permissions. While AI is only switched off, the icon stays and the chat opens read-only.
• Can AI chat change my records? Not by itself. It can propose a change as a card, and the change is made only when you select Approve. See AI proposals.
• How do I ask about one invoice or customer? Type # and a few letters of its name or number, and pick it from the list, or select Ask AI on its page. One question can point at up to five records.
• Can AI chat see records I cannot open? No. It reads with your own permissions, so a record your role hides stays hidden from it too.
• Why can’t I ask any more questions this month? Your monthly allowance is used up. The line above the question box gives the day it resets; an administrator can raise your cap.
• Can I get a better answer to the same question? Select Regenerate under the latest finished answer, or ask again with a narrower question, such as one customer or one month.
• Can I use AI chat on my phone? Yes. The chat fills the screen, Ask AI is in a record’s ⋯ menu, and Close AI chat takes you back to the page.

Related

• AI chat privacy
• AI proposals
• Ask @easy
• AI settings
• Roles and permissions