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AI Assistant · Daily operations · 9 min read

Ask the assistant questions and manage your chats

Ask about your company data, attach files and records, use dictation and live voice, and rename, export, share or delete chats.

Required permission: ai.use

Before you begin

  • You need ai.use. The assistant is switched on in AI Assistant > Settings > General.
  • Answers use your own company, permissions and record access. See AI Assistant overview.
  • Each person can send a limited number of messages a minute. If you go faster: 'You are sending messages faster than the company allows. Wait a moment and try again.'

Steps

Ask a question

  1. Open AI Assistant > New Chat, or the landing page.
  2. Type in the composer. Press Enter to send, Shift+Enter for a new line. Or select a chip under Try these.
  3. Optionally choose an Agent from the selector, or type /sales in the composer to switch.
  4. Read the answer. Depending on the question you see text, a table, key figures, a record card with an Open link, a chart, and a Sources block when it used your knowledge base.
  5. Select Stop to end an answer that is still being written.

Attach things

  1. Select the plus button to Upload file, Upload image, Take screenshot, or attach a Customer, Supplier, Product, Employee, Invoice or Purchase order. Up to 10 files per message.
  2. Choose Connect data source to steer the question: a2N ERP, the current module or record, My Files, Knowledge, MCP, or all.
  3. Choose the reply language in the composer: Auto, English, Arabic, Hindi, Malayalam or Urdu. The composer choice wins over the company default.

Talk instead of typing

  1. Select Voice (right-click it to choose the language) to dictate. Your words appear in the box; edit them and send. Nothing is sent automatically.
  2. Select Live for a spoken conversation. The status reads Connecting, Listening, Checking the ERP and Speaking. Talk to interrupt. Use Mute or End when done. Live voice needs a Google key, set in AI Settings.
  3. Select Read aloud on an answer to hear it.

Give feedback

  1. On an answer, select Helpful or Not helpful, and for Not helpful choose a reason (incorrect, incomplete, slow, unsafe, wrong record, wrong action).

Manage a chat

  1. In the chat header, select Pin, or More for Rename, Export as Markdown, Export as text, Print / save as PDF, Duplicate, Share with company or Make private, Advanced mode (trace), Archive and Delete.
  2. Use the sidebar search, the groups Pinned, Today, Yesterday and Older, and the Archived chats toggle.

What happens next

  • Questions the built-in engine understands (sales, low stock, pending approvals, overdue invoices, a record by number) are answered without the model and cost nothing. Other questions go to Claude if you set it up.
  • Figures come from the same services as the module reports, so they match for the same period.

Worked example. Three posted invoices this month are AED 1,000, 2,500 and 4,000. 'Show sales this month' answers a total of AED 7,500.00 from 3 invoices. 'Show sales this month by customer' groups them: Customer A 3,500.00, Customer B 4,000.00. For 'Show overdue invoices above AED 10,000', the threshold applies to the amount still owed. An invoice of AED 12,000 with AED 3,000 paid has 9,000 left and is excluded.

Good to know

  • Ambiguous names ask back: 'I found 2 customers matching "Gulf Retail". Which one?' Pick one; the assistant never picks for you.
  • 'No active customer matches "ZZZ Nobody".' means nothing was found; check the spelling.
  • If the model is down: 'The AI assistant is temporarily unavailable. Your ERP remains fully available.' Retry later.
  • Deleting a chat removes it with its messages. If a proposal in it was confirmed, the chat is archived instead so the evidence stays.
  • A duplicate is private and does not copy confirmation cards.
  • Sharing a chat shows it to the company by link. Colleagues see the stored answers as they were, so do not share a chat that shows data others may not see.
  • A chat title can be up to 160 characters, and the first question becomes the title of a new chat.
  • Dictation does not work in Firefox: 'This browser cannot transcribe speech. Try Chrome or Edge.'
  • Advanced mode shows the steps taken, with each tool, status and time, never the model's reasoning.
  • 'Today' follows the server date, so a question asked in the first hours of the Dubai morning may show the previous day.
Updated 3 October 2026