How it works

Once a Suggestion Prompt is defined and is active, the system will monitor for any changes to any of the fields that are included in the prompt. When any changes are made, the system gathers the data from all included fields, sends the prompt to AI, and stores the response in the defined "Destination" text field.

Once a Suggestion Assistant is setup for a Form and associated with a prompt’s "Destination" text field, it will display the contents of that Destination field (the suggestions) whenever the defined conditions and user role criteria are met.

This means, for example, when opening an existing record where suggestions have already been retrieved, the Suggestion Assistant will display those suggestions - it does not rely on a new change being made.

If the Destination field is empty/blank, the Suggestion Assistant will not be visible.

Whenever a user saves a change to a record in a form that has a Suggestion Assistant, the system will poll the server up to 9 times to see if the contents of the defined "Destination" text field are updated with fresh suggestions by the AI. If/when it detects the AI has updated the Destination field, it will live-update the Suggestions that it displays.

In practice, this process may look like the following:

A user creates a new record and populates the fields that are used in the Suggestion Prompt and saves the record.

• The system will send the text defined in the Suggestion Prompt with the substituted values from the record and the General Context to the AI. The response text, when received, is stored in the defined "Destination field" on the record.

  This happens asynchronously - it happens in the background and does not hold up the user at all.

• If the conditions and user role criteria have been met, the system will poll 5 seconds after the save to see if the AI has finished responding and has updated the Destination text. If it hasn't, it will poll again every 15 seconds, until it detects a response has been received or a maximum of 9 times.

  If/when a change is detected, the Suggestion Assistant will display the new suggestions.

• Once the Suggestion Text is available, the system will indicate with a "blinking icon" near the tab title indicating to the user that there are new suggestions available.

  
  

• If the Suggestion Assistant is configured to be in collapsed mode, the user can click on the icon to expand and read through the information. Clicking on the icon again will collapse the text.
• Users will have the option to Remind Me Next Time or Dismiss the Suggestions.

  Clicking on Remind Me Next Time will hide that Suggestion for that user until the Suggestion Text has been modified.

  Clicking on Dismiss will permanently hide that Suggestion for that user for that record.

Note: Dismissing the Suggestion will not hide the text for other users. They will be able to see the Suggestion Text until they choose to Dismiss it.