AI proposals
Copy for AI
The built-in AI assistant can propose a change to your records, in AI chat and in @easy threads. It never makes the change itself. It shows a card; a person who is allowed to makes the change by selecting Approve, and the change is made as that person.
How it fits together
Section titled “How it fits together”The assistant checks the change as you, with the same rules the web pages use, and then stops. Nothing has changed at that point. The card waits for 24 hours. A change is made only when someone selects Approve, and it is made as that person, with that person’s permissions checked again at that moment. The assistant can never approve its own card.
What it can propose
Section titled “What it can propose”- A new activity: a note, a task, an event or a communication, or Complete activity and plan the next.
- Draft quotation: a new quotation saved as a draft only. It is not submitted for approval and not sent to the customer.
- A new account, contact or opportunity, or a change to one.
- For a quotation, invoice or credit note waiting under your company’s document approval: to approve it, return it to its author, or withdraw its approval request.
It cannot send email, record a payment, void, cancel or delete anything, merge records or change an owner, and the only issuing it offers is a card that approves a document already waiting for approval. One question produces at most three cards.
How it works
Section titled “How it works”- Read the card. It starts with what it does, such as New activity or Change account, and a tag: To confirm. It lists only the fields the change sets. On a change, the old value is struck through and the new one follows; a field the change clears shows the old value struck through and nothing after it. An opportunity’s amounts show in the currency of their own side: the old amount in its currency, the new one in its. A quotation lists its lines, each with its name, then quantity × unit price and the line amount, and under them Subtotal, Tax and Total with the currency (for example Total SGD), all worked out by easySales on the server. After five lines, 2 more lines opens the rest and Show fewer folds them again.
- If a new activity mentions colleagues or links records, the card names the people who would newly see the thread, such as Daniel Lim would be able to see this thread.
- Check Valid until at the bottom of the card.
- Select Approve, or Decline to close the card without changing anything. On a card that approves a quotation, invoice or credit note, the button reads Approve and issue: it asks Approve and issue now?, takes the document’s official number at once and cannot be undone.
- The card shows Running… and then Done, with a link to the record, for example Mei Tan approved · 14:05 · the record shows “Internal AI assistant”. Pressing again never repeats the change.
Examples
Section titled “Examples”A draft quotation. In AI chat, Mei Tan from Lim & Co writes: “Draft a quotation for Harbour Café for 10 hours of design consulting at SGD 150.00 an hour, with GST 9%.” A card titled Draft quotation appears with one line, 10 × 150.00 and its amount 1,500.00, then Subtotal 1,500.00, Tax 135.00 (9% of 1,500.00) and Total SGD 1,635.00, and the note that it is saved as a draft only. Mei selects Approve. The quotation is created as a draft, and the card turns Done.
A changed phone number. Mei asks the assistant to correct a contact’s phone number. The card shows the old number struck through and the new one after it. Mei checks it and selects Approve.
A decision in a thread. In an activity thread, Daniel Lim, who may approve quotations, sees a card from @easy: Approve quotation. He selects Approve and issue, confirms Approve and issue now? and the quotation is approved and issued as Daniel.
A record that moved on. At 10:00 Mei gets a card to change Harbour Café’s billing street. At 10:20 Daniel corrects the same street on the account page. When Mei selects Approve at 10:30, the card says Not done: the record was changed after the proposal, so nothing was overwritten. She reads Daniel’s change and asks again only if it is still needed.
Who can decide
Section titled “Who can decide”- In AI chat, only the person whose conversation it is. Nobody else can see the card.
- In an @easy thread, any reader of the thread who has Use the AI assistant, can see the whole card and holds the permission for that change. Everyone else sees Waiting for someone who is allowed to approve this. or Waiting for a person to decide.
- A card is decided in easySales in your browser. A connected AI app cannot decide it.
- Each reader sees a card only as far as their own permissions reach. A value they may not see reads Hidden. If the record itself is out of their view, they see one line, Mei Tan proposed a change here. The details are hidden because they involve a record you cannot view., and no buttons.
Good to know
Section titled “Good to know”- Nothing changes until someone approves. Declining, or leaving a card, changes nothing: Declined, Expired and Replaced all say so.
- A card expires after 24 hours. It cannot be edited: ask the assistant again. A newer card for the same record makes the older one Replaced.
- If the record changed after the proposal, nothing is changed, to avoid overwriting it, and the card says Not done. Ask the assistant again. Not done also covers a change easySales refused, such as one on a closed document. If the card says it is not known whether the change went through, check the record before asking again.
- An answer that carries a card cannot be regenerated; the panel offers no Regenerate on it. Ask the question again in a new message.
- The change is recorded under the name of the person who approved, with an Internal AI assistant tag beside the name, in the record’s History and the audit log, and the card’s own line quotes the same label. An approved quotation, invoice or credit note also shows AI assistant in its Approval record.
- Cards appear only where AI changes are enabled for your company. The AI chat’s welcome line tells you: it says the assistant can also propose changes, or it starts with Read-only:, and then the assistant only reads.
Why it works this way
Section titled “Why it works this way”A person signs every change. The change is made as the person who approved it, so your records show a name, not a machine, beside each change. When a customer asks who changed their address, or your auditor asks who approved a quotation, the history answers.
The check happens twice. The assistant checks the change as the person who asked; approving checks it again as the person who approves. Nobody can approve a change their own role would refuse, and a card that no longer matches the record does nothing rather than overwrite a colleague’s newer edit.
A card lapses after 24 hours. A card shows the record as it was when the assistant read it. The older that picture, the more likely the record has moved on, so an old card expires instead of waiting to be approved by mistake.
Money, sending and issuing stay in your hands. Payments, emails and issued documents are what your customer and your books see, and most cannot be taken back. The assistant drafts and prepares; the one issuing step it offers is approving a document already waiting for approval, and that asks twice.
Work faster
Section titled “Work faster”- Use the commands that draft for you. In AI chat, type / and pick Follow-up task or Draft a quotation, then name the record after #. See AI chat.
- Ask for the chasing task from the invoice. On INV-1051, the chat suggests Create a task to chase payment of INV-1051; approve the card and the task exists. See Get paid faster.
- Let the approver decide in the thread. Ask @easy in the quotation’s thread; anyone there who may use the assistant and approve quotations can decide the card without opening another page. See Document approval.
- Decline and ask again rather than fix later. A card cannot be edited, so decline a wrong one and say what to change; a newer card for the same record replaces the old one.
- Finish a draft quotation on its page. Done links to the new draft; add lines or terms there before you finalise it. See Create a quotation.
Common questions
Section titled “Common questions”- Can the AI assistant change records without asking? No. Every change waits as a card until a person who is allowed to make it selects Approve.
- Who can approve an AI proposal? In AI chat, only you. In an @easy thread, any reader who may use the assistant and holds the permission for that change, such as Approve quotations for an approval card.
- How long does an AI proposal last? 24 hours. After that it shows Expired and nothing changes.
- Can I edit a proposal before approving it? No. Decline it and ask the assistant again with the correction, or approve it and edit the record afterwards.
- Can the AI assistant send emails or record payments? No. It cannot send anything, record or reverse a payment, void, cancel or delete. The only issuing it offers is a card that approves a document already waiting for approval.
- How can I tell a change came from the AI assistant? The record’s History shows the name of the person who approved, with the Internal AI assistant tag. See Audit and history.
- Why does the assistant never show approval cards? AI changes are not enabled for your company, so the assistant only reads; the AI chat’s welcome line starts with Read-only:.