AI Assistant
The AI Assistant is a conversational chat interface that helps you discover, prepare, and execute Business Processes, query report data, and generate Smart EIB workbooks.
Getting Started
The AI Assistant is accessible from any page via the floating chat button (Bot icon) in the bottom-right corner. Click it to open a resizable, draggable chat panel where you can start a conversation.
The assistant uses a configurable AI model (Gemini, OpenAI, Groq, OpenRouter, etc.) with automatic fallback if the primary provider is unavailable. Your admin can configure the model in system settings.
Click the Bot icon in the bottom-right corner of any page to open the chat panel.
Type your request in natural language — describe what business outcome you want, including relevant details like employee name, effective date, and environment.
Review the assistant's response, which may include rich confirmation cards, parameter tables, and previews.
Confirm the action when prompted to execute the workflow or generate the file.
Track execution progress in real-time through the chat — progress logs appear as the BP runs.
Practical Tips
- You can drag the chat panel by its header and resize it from the bottom-right corner.
- The assistant remembers context within a session — you can refine your request in follow-up messages without repeating details.
BP Discovery & Execution
The core use case of the AI Assistant is finding and running Business Process workflows. You can search for BPs by keyword, inspect their parameters and templates, preview the execution plan, and confirm to launch.
The assistant supports three execution modes: single row execution for one employee, serial execution across multiple rows, and parallel execution for concurrent processing.
Ask something like "Run the Hire Employee BP for Jane Smith in Sandbox with effective date June 1."
The assistant searches available BPs, selects the best match, and asks for any missing parameters.
A confirmation card appears showing the BP name, parameters, row preview, and any blocking issues.
Type "run it" or "looks good" to confirm — the assistant creates a test task and executes the BP.
Watch real-time progress logs stream into the chat. Once complete, use the "Open Log" button to view detailed results.
If execution fails, you can ask the assistant to diagnose the issue or adjust parameters and retry.
Practical Tips
- Be specific in your request — include employee name, effective date, and environment for the best results.
- For batch operations, mention multiple employees: "Run Change Job for employees from my report in Sandbox."
- You can correct parameters mid-conversation: "Use effective date June 15 instead."
Smart EIB Integration
The assistant can work with Smart EIB to generate EIB workbooks from templates. You can upload an .xlsx/.xlsm template file directly in the chat, then instruct the assistant to fill it with employee data.
Employee data can come from three sources: an imported Workday report, an uploaded CSV name list, or explicit worker names provided in the conversation.
Click the attachment icon in the chat input to upload an EIB template (.xlsx/.xlsm) or CSV employee name list.
Ask "Fill this EIB template for workers in the Auckland office from my headcount report."
The assistant queries the report or name list, resolves employee IDs, and generates a preview.
Review the preview counts and sample rows. If they look correct, confirm to generate the final workbook.
Download the generated file directly from the assistant's response.
Practical Tips
- Always review the preview row count and sample rows before generating the final workbook.
- You can apply transformations like bulk edits to generated workbooks through the assistant.
Report Data Queries
The AI Assistant can query imported Workday reports and find employee information without leaving the chat. This is useful for data validation, employee lookups, and preparing execution inputs.
Ask "Find Jane Smith in my latest headcount report" or "Show all employees in the Auckland office."
The assistant searches available imported reports and queries the relevant data.
Results are returned in a readable format with key employee fields.
Use the found employees as inputs for BP execution or Smart EIB generation.
Practical Tips
- Be specific about which report to search — "the compensation report" vs "the headcount report."
- You can ask the assistant to describe a report's columns and row count before querying.
AI Model Configuration
The assistant supports multiple AI model providers with automatic fallback. The system administrator configures the primary model and up to two fallback providers in the system settings.
Practical Tips
- Supported providers: Gemini, OpenAI, Groq, OpenRouter, SiliconFlow, and Sambanova.
- If the primary model fails, the system automatically falls back to the next configured provider.
- Model parameters like max tokens and temperature are tuned for chat performance.
Good Prompting Practices
Well-structured prompts produce better results. Include the business object, desired action, target environment, and any relevant parameters or identifiers.
Practical Tips
- Good: "Run the Change Job BP for employee Jane Smith in Sandbox with effective date June 1 and reason Promotion."
- Good: "Find workers in the latest headcount report whose location is Auckland and preview a Smart EIB with my uploaded template."
- Good: "Prepare the Hire Employee workflow for AUTOBP001 with department Engineering."
- Avoid: "Do the thing from yesterday" or "Run the BP" without specifying which one.