Use the AI assistant

Guide Overview

Target audience: Employees who ask the AI assistant questions while they work.

Reading time: ~10 minutes.

Outcome: You ask the assistant a question, get the answer under it with the records it was built from, hide a finished conversation and find it again, know what to do when no answer comes or nothing matches, write text in a document with the AI command, and can see the notes the assistant keeps about you.

The AI assistant answers in the language of your question. It is available in the AI app and, through one button, on every screen. Every internal user can use it; no extra access right is needed.

Before You Start

You need	Why
An internal user account	Every internal user can open Chat, Overview, Agents, AI Memory, AI Media and the AI Navigation Log.
An AI connection set up by your administrator	The assistant answers through the company’s AI connection. Until one is available, the chat shows a message instead of an answer (see When No Answer Comes).

Ask the Assistant a Question

1. Go to AI ‣ Chat. Discuss opens on a conversation with the assistant. Your conversations are listed under AI ASSISTANT in the left column.

2. To start a new conversation, click + next to AI ASSISTANT, then choose New chat in the field Find or start an AI chat.

3. Type your question in the message box and press Enter.

4. The answer appears under your question. A line below it names the assistant, the connection and the model that answered, for example Viindoo AI Assistant - Viindoo - qwen3:8b. The conversation takes the title of your first question.

Note

The ready-made Viindoo connection uses a small model meant for a quick start. Check important answers before you rely on them.

See Where an Answer Comes From

When the assistant builds an answer from your company’s records or knowledge, a Sources list sits under the answer. It names what the answer was built from, one link per record: the quotations it listed, a page it read, or a knowledge source such as a typed text.

1. Read the answer and look for Sources under it. Up to five links show.

2. When more records were used, click the line +3 more. The number is how many links are still hidden, and the rest of the list opens in place.

3. Click a link. The record opens in a new browser tab, so the conversation stays where it is.

The list holds only records you may open: a record you cannot read is neither used for your answer nor listed. The list is saved with the answer, so it is the same after you reload the page or open the conversation on another device.

Hide a Conversation and Find It Again

Your AI conversations are yours alone: nobody else sees them. Hide the ones you have finished with in the left column, the way you hide a direct chat. A hidden conversation keeps its messages, its name, its assistant and its model choice.

1. Point at a conversation under AI ASSISTANT. Two icons appear on its row: the gear AI Settings and the cross Unpin Conversation.

2. Click the cross. A notice confirms that you unpinned the conversation, and the row leaves the column. The cross is missing while the conversation holds an answer you have not read yet; read the answer first. The gear opens the conversation with its AI Settings panel.

3. To bring a hidden conversation back, click + next to AI ASSISTANT and type a word of its name. The list offers New chat first, then your own conversations that match, hidden ones included, each with the date of its last message.

4. Choose a conversation. It opens with its messages and returns to your left column, also after you reload the page and on your other devices.

A hidden conversation also comes back by itself when the assistant posts an answer in it, for example an answer that finishes after you hid the conversation. An unread AI answer is counted like any other unread message, with the badge on every open tab. The heading AI ASSISTANT and its + stay in the column when every conversation is hidden. The trash icon Delete this chat in the header of a conversation deletes it for good.

Use AI Conversations on a Phone

1. Open Discuss on your phone and tap the Chat tab at the bottom. Your AI conversations are listed under the buttons Start a conversation and AI chat.

2. Swipe a conversation to the left to hide it, as long as it holds no unread answer.

3. To find a hidden conversation or start a new one, tap AI chat, type a word of its name and choose from the list, the same list as on a computer.

Ask From Any Screen

1. Click the wand button AI Assistant in the top bar of any screen.

2. A chat window opens at the bottom right with your latest conversation. Type your question there. Fold it with the minus button or close it with the cross.

Write Text in a Document with the AI Command

Every text field that uses the editor, such as Terms and conditions on a quotation, offers an AI command. Every internal user can use it.

1. Click in the field, type /ChatGPT and choose ChatGPT (Generate or transform content with AI). The dialog Generate Text with AI opens. The title of this dialog and the label You above your request are strings that stay in English in the Vietnamese interface.

2. Type what you want written and press Enter. The reply appears with the button Insert. Click it to put the text in the field; nothing is inserted until you do.

3. To rephrase text that is already there, select it and use the AI button of the toolbar. The dialog offers options to rephrase the selection, for example to shorten it, and they work the same way whichever service answers.

While your company has a usable AI connection, the text is written through that connection, the one Chat Vendor names in AI ‣ Configuration ‣ Settings, and no text is sent to any other service. When no connection is usable, the editor’s own built-in service answers, as it does without Viindoo AI. The command keeps the name ChatGPT whichever service answers.

When the assistant cannot answer, the dialog shows one sentence that says why and nothing can be inserted, for example The AI took too long to answer, so nothing was added. Please try again. or This record does not exist or you cannot read it.

Choose the Model for One Conversation

1. In a conversation, click AI Settings, the right-most icon of the conversation header, or the gear on the conversation row in the left column.

2. In AI model, the model the assistant answers with, keep Default model or pick another of the models your company can use. The choice applies to this conversation only.

When No Answer Comes

When the assistant cannot answer, a red message and the card The assistant could not answer. appear under your question. The message explains why, for example that no AI connection is available to your company.

When a question needs more data than the model’s context window can hold, the assistant does not stop with an error. Once it has started working on the question, it ends the turn with an answer written from what it gathered so far. Treat such an answer as partial: ask a narrower question, or pick a model with a larger window as described above.

1. Click Try again after a moment. The next question uses any connection that is available at that time, so once the connection is back, Try again returns the answer.

2. If it keeps failing, ask your system administrator to check the AI setup (see Get started with Viindoo AI). Administrators also see Check AI setup on the card and a Finish setting up AI notice with a Set up AI button at the top of a new conversation; both open the AI settings.

When Nothing Matched or a Record Is Not Found

A card under an answer says why there is nothing to show.

Card	When it appears	What to do
Nothing matched	The assistant searched and found nothing you may read. For records the sentence is for example No Sales Order record matches those conditions.; for knowledge it is Nothing in the knowledge you can read matches this question.	Ask again in other words, or ask your administrator whether the knowledge you need is written down.
Not found	The assistant asked for one record by its number and that record does not exist, or you may not read it: This record does not exist or you cannot read it. The sentence is the same in both cases, so it never tells you whether a record you cannot read exists.	Check the number, or ask the person who owns the record.
The assistant declined	The assistant asked for details that are not available here: The assistant asked for details that are not available here, so it could not answer that part. Please ask again.	Ask again, in a shorter or simpler question.

When an answer has a Sources list, the card Nothing matched is not shown, because the assistant did find records. An assistant set to Answer Only From Attached Sources shows no card: it says in one sentence that it searched the documents it answers from and found nothing in them.

Choose an Assistant

An assistant is a configured helper with its own mission and instructions. A fresh installation has one, Viindoo AI Assistant.

1. Go to AI ‣ Agents to list the assistants, each with its Role and Mission, Preferred Model Line and Preferred AI Model.

2. Go to AI ‣ Overview to see the same assistants as cards, and click Chat on a card to continue with that assistant.

See What the Assistant Remembers

The assistant keeps short notes about you so that you do not repeat yourself. The notes are private to you.

1. Go to AI ‣ Operations ‣ AI Memory. Each line is one note, with its Layer, User, Topic, Summary and Last Referenced. Notes of the L0 - Identity and L1 - Essential layers are given to the assistant with every question.

2. Open a note and edit its Summary when it is wrong, then save.

3. To remove a note, tick it and use Actions ‣ Archive. The Archived filter brings archived notes back.

See What the AI Read From a File

Go to AI ‣ Operations ‣ AI Media. Each line is a file the AI read, with its Media Type, Knowledge Source, OCR Provider and Status: Pending, Processing, Done or Error. Open a line to see the file and the text the AI extracted. You can read these records; a system administrator can click Re-extract on a line in Error after fixing the cause.

Review Where the Assistant Took You

When the assistant opens a screen for you, it writes one line in a private log that only you can read.

1. Ask the assistant to take you somewhere, for example Take me to the AI Dashboard screen.

2. Go to AI ‣ Reporting ‣ AI Navigation Log. Each line shows Issued On, the Step, the Verb, the Status (for example Executed), Acknowledged On and the Conversation it came from.

Success Checkpoint

• Your question has an answer under it, with the line naming the assistant, the connection and the model.

• An answer built from records shows the Sources list, and each link opens its record in a new tab.

• The chat window opens from the top bar on any screen.

• The command /ChatGPT in a text field of a document opens Generate Text with AI, and Insert puts the reply in the field.

• A conversation you hide leaves the left column, and + next to AI ASSISTANT brings it back.

• Your notes appear in AI Memory, and every screen the assistant opened for you is listed in the AI Navigation Log.

Common Problems

Problem	What to do
The card The assistant could not answer. appears.	Click Try again. If it keeps failing, ask your system administrator to check the AI connection.
The card Nothing matched or Not found appears under an answer.	Nothing you may read matches the question, or the record does not exist or you may not read it. Ask again in other words, check the number, or ask the owner of the record.
A conversation is gone from the left column.	You hid it. Click + next to AI ASSISTANT, type a word of its name and choose it.
You do not see Configuration in the AI app.	Configuration is for administrators. You can still chat, read your notes and see your own AI calls.
A note in AI Memory is wrong.	Open it, correct the Summary and save, or archive it with Actions ‣ Archive.
You cannot change a file in AI Media.	Employees read these records. A system administrator can re-extract a file that ended in Error.

Next Steps

• Teach the AI assistant - for administrators: add the documents and websites the assistant can draw on.

• Spend limits, usage and audit - see your own AI calls and what AI costs.