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AI Assistant

Get instant answers about your business data, ask questions in natural language, and receive contextual help throughout Qvian Suite.

Overview

The AI Assistant is a conversational tool that answers questions about your business, helps you navigate the system, and provides insights from your data. It understands context from the page you are on and can access your business information to give accurate, relevant answers.

Common Tasks

How to Ask the AI Assistant a Question

Get answers to questions about your business, data, or how to use features in Qvian Suite.

Steps:

  1. The AI Assistant panel is visible on the right side of most pages (desktop view)
  2. Type your question in the input box at the bottom of the assistant panel
  3. Press Enter or click the Send button
  4. The assistant processes your question and provides an answer
  5. You can ask follow-up questions in the same conversation

Natural Language

Ask questions naturally, as if talking to a colleague. Examples: "How are sales doing this week?", "What products are low on stock?", "How do I create a purchase order?"

How to Ask About Your Business Data

Query your actual business data to get real-time insights and answers.

Example Questions:

  • "What are my sales this month?" - Get current sales totals
  • "Which products are low on stock?" - See inventory alerts
  • "Show me top-selling products this week" - Product performance data
  • "What invoices are pending payment?" - Accounts receivable info
  • "How much did we spend on expenses last month?" - Expense summaries
  • "What's my inventory value?" - Current stock valuation

Data Access

The assistant can access your business data based on your permissions. It only shows information you have access to view in the regular interface.

How to Get Help with Features

Ask how to use features or accomplish tasks in Qvian Suite.

Example Questions:

  • "How do I create a new product?" - Step-by-step instructions
  • "How do I process a return?" - Feature usage guidance
  • "How do I set up recurring invoices?" - Configuration help
  • "Where do I find inventory reports?" - Navigation assistance
  • "How do I adjust stock levels?" - Task instructions

Contextual Help

When you are on a specific page, the assistant knows where you are and can provide context-aware help. For example, asking "How do I add one?" while on the products page will explain how to add a product.

How to Start a New Conversation

Begin a fresh conversation when switching topics or starting a new question thread.

Steps:

  1. In the AI Assistant panel, click the + (plus) button in the header
  2. A new conversation starts with a clean message history
  3. Previous conversations are saved and can be accessed from the conversation history list

Conversation History

All conversations are saved automatically. You can return to previous conversations by clicking on them in the conversation history sidebar. Conversations are organized by date and topic.

How to View Previous Conversations

Access your conversation history to review past questions and answers.

Steps:

  1. In the AI Assistant panel, view the conversation history list on the left side
  2. Click on any previous conversation to load it
  3. View the full conversation thread with all messages
  4. Continue the conversation or start a new one

How to Delete a Conversation

Remove conversations you no longer need from your history.

Steps:

  1. In the conversation history list, hover over the conversation you want to delete
  2. Click the trash icon that appears
  3. Confirm deletion when prompted

Permanent Deletion

Deleted conversations cannot be recovered. Make sure you do not need the information before deleting.

Key Concepts

Context Awareness

The AI Assistant knows what page you are on and can provide relevant, contextual help.

  • Answers are tailored to your current location in the app
  • Can reference features available on the current page
  • Understands your business context (organization, business unit)

Permission-Based Access

The assistant respects your user permissions and only accesses data you are allowed to see.

  • Can only answer questions about data you have access to
  • Features and actions are limited by your role permissions
  • Maintains the same security as the regular interface

Conversation Threading

Conversations maintain context across multiple messages, allowing natural back-and-forth dialogue.

  • Each conversation is a separate thread
  • Follow-up questions reference previous messages
  • Conversations are saved automatically for later reference

Suggested Prompts

The assistant suggests relevant questions based on the page you are viewing to help you get started.

  • Click on suggested prompts to ask common questions
  • Suggestions change based on current page context
  • Helps discover available features and capabilities

Tips for Best Results

Be Specific

Ask specific questions for better answers. "What are sales this week?" is better than "Tell me about sales."

Ask Follow-Ups

Build on previous answers with follow-up questions. The assistant remembers the conversation context.

Use Natural Language

You do not need to use special commands or keywords. Ask questions as you would ask a colleague.

Start New Conversations for New Topics

When switching to a completely different topic, start a new conversation for clearer context.

Troubleshooting

AI Assistant Panel Not Visible

Cause: Panel may be hidden, or you are on mobile/tablet view.

Fix: AI Assistant is only visible on desktop views (wide screens). On smaller screens, the panel is hidden to save space. Check that your browser window is wide enough. Some pages may not have the assistant enabled.

Assistant Gives Generic or Unhelpful Answers

Cause: Question may be too vague, or assistant lacks context.

Fix: Be more specific in your question. Include relevant details like time periods, product names, or specific features. Ask follow-up questions to clarify. Ensure you are on the relevant page for context-aware help.

Assistant Cannot Access My Data

Cause: Missing permissions, or data does not exist in system.

Fix: Ensure you have appropriate permissions to view the data you are asking about. Check that the data exists in your system (e.g., sales exist for the time period you asked about). Contact administrator if permission issues persist.

Message Takes Too Long to Process

Cause: Complex query, system load, or network issues.

Fix: Wait for processing to complete - complex data queries may take 10-30 seconds. Check your internet connection. Try simplifying your question or breaking it into smaller parts. If consistently slow, contact support.