Every screen and control named on this page is checked against the product at build time. If a name here does not match your screen, your workspace is on an older release.

Explain this screen, act on one record, and read a document into a draft

Every screen has a small button that explains it. The assistant can also act on one record you name — snooze or close a follow-up, finish a task, send an invoice on WhatsApp, add a mailbox — and read a receipt, a supplier quotation or a passport into a draft you check.

Steps

1. Press Explain this at the top of any screen. It sends the screen’s name and what it shows — the filters and how many rows — never your records unless your company has the AI add-on and you may read them. The answer is the guide for that screen, with the article linked. Without the add-on you get the articles.
2. Ask for something on one record by its name or number, such as “snooze the follow-up about the deposit” or “send invoice INV-0042 on WhatsApp”. When several records match, the card lists them: pick one, then press Run it. Nothing is sent before you pick and confirm.
3. A document sent on WhatsApp is checked first: the customer must have agreed to WhatsApp messages and have a mobile number, and outside the reply window an approved template is used, in the customer’s language where one exists. You also need the WhatsApp permission.
4. A new mailbox never takes its password from the chat. The card asks for it in a hidden field, or press Make one for me: it is shown once, in the card, for you to copy.
5. Attach one file in the assistant and choose what it is: Read as a supplier bill, Read as a receipt (expense), Read as a supplier quotation (purchase order) or Read as a passport or ID (hotel guest). Each appears only if you may create that record.
6. The draft shows every field with “check this” where the reading was unsure or the totals do not add up. Match the supplier or create the name read, tick that you checked, and press the button. An order is created as a draft; an expense is recorded as on the Expenses screen.
7. A passport or ID is personal data. It needs the guest permissions, and the image is kept with the guest only when your country’s rules make the hotel keep ID scans. Otherwise it is dropped when you close the card.
8. More you can ask: “send receipt RCT on WhatsApp” sends a payment receipt the same way as an invoice; “share my notes from the Acme call with Rana” shares one of your meeting notes with a named colleague — when several notes or several people match, the card lets you pick, and nothing is shared before you confirm. A supplier quotation can also become a draft purchase order in Hotel or Materials: when you may draft orders in more than one app, the card asks where the order goes, and each app’s own permissions apply.

If the AI model your company uses cannot read pictures or PDF files, the assistant says so before the file is sent, so you can ask for a model that can, or enter the record by hand.

Related

• Ask the assistant: answers, how-to help and actions in every app