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Using the AI Assistant

All roles

Ask business questions in French (or English / German) and receive answers based on your company's real data.

Presentation

The AI Assistant lets you ask questions about your business in natural language, without navigating menus or building reports manually. It answers only from your company's real data (products, sales, customers, stock movements): it cannot access another company's data.

Each answer may include the list of sources used (data table concerned), letting you verify where the information comes from.

Access

From the dashboard, scroll to the "Artificial Intelligence" section, then tap the "AI Assistant" card.

Interface

  • Message area: Shows the current conversation. Blue bubbles (right) are your questions; grey bubbles (left) are the assistant's answers.
  • Suggestion chips: Shown when the conversation is empty: suggest typical questions to tap directly to get started.
  • Input field: At the bottom of the screen. Type your question then tap the send arrow (or press Enter).
  • "Thinking" indicator: Three animated dots appear while the assistant prepares its answer. Sending is disabled during this time.
  • Source chips: Shown below each assistant answer. Indicate the data tables consulted (e.g. Products, Sales, Customers).
  • "Clear" button: Top right, available when the conversation contains messages. Lets you start fresh.

Step-by-step procedure

  1. Open the AI Assistant from the dashboard ("Artificial Intelligence" section). -> The chat screen opens with question suggestions.
  2. Type your question in the bottom field, or tap a suggestion. -> Your message appears in blue on the right. The thinking indicator is shown.
  3. Wait a few seconds (2-5 seconds usually) for the assistant to prepare its answer. -> The answer appears in grey on the left, with the consulted sources below. (Check: Check the displayed sources to know which data was used.)
  4. Ask a follow-up question or continue the conversation freely. -> Each question is handled independently: the assistant has no memory of previous exchanges.

Examples

Stock shortages: Question: "Which products are out of stock?" - The assistant lists products whose stock is at zero or below the minimum threshold, with their category.

Revenue: Question: "What is my revenue this month?" - The assistant calculates the total sales for the current month from real data.

Customer analysis: Question: "Who are my top 5 customers by revenue?" - The assistant identifies and ranks the most important customers with their purchase volume.

The assistant does not remember previous questions: each question is handled independently. Rephrase with full context if needed.

For very recent data (less than a minute ago), the assistant may not have indexed it yet. Data is updated in near real-time.

If the assistant finds no relevant data, it indicates it does not have the necessary information. Rephrase your question or check that data exists in the relevant module.

Error messages

The assistant is temporarily unavailable.
Cause: The AI service is momentarily overloaded or under maintenance. - Solution: Retry in 1 to 2 minutes. If the issue persists, contact your administrator.
Too many questions sent. Wait a minute.
Cause: The service is limited to 30 questions per minute to guarantee service quality. - Solution: Wait 60 seconds before sending a new question.
The AI assistant is not yet configured for your company.
Cause: The initial data indexing has not yet been carried out by the system administrator. - Solution: Contact your administrator to have them activate the AI assistant for your company.
Your message could not be processed. Please rephrase your question.
Cause: The message contained unauthorised elements (system instructions, attempts to access other companies). - Solution: Ask a simple and direct business question about your activity (sales, stock, customers).

Tips

  • Be specific: "How many units of strawberry yoghurt do I have in stock?" will give a better answer than "How many products do I have?"
  • You can mention periods: "this month", "last week", "in January" for time-based questions.
  • Use the suggestion chips on first access to discover what the assistant can do.
  • The conversation is not saved between sessions: if you close the screen, it disappears.