AI Assistant

What it is

The CotizaPrint AI Assistant is help inside the system: it answers common how-to questions, gives you a hand drafting text fields and, on top of that, works as an agent that creates and edits catalogue records when you ask it in plain language. It appears as a help chat (FAQ), as an AI button next to several text fields in the system (name, description, observations, announcements, the message of an activity, and so on), and as the AI button in the header (a sparkle icon ✨) together with the "Add … with AI" buttons on each catalogue screen.

AI agent (creating and editing in plain language)

The AI Assistant is a unified agent: you write what you want in ordinary language and it works out what you mean and acts. It opens as a centred window on the screen (it used to be a side panel) from the AI button in the header (the sparkle icon ✨) or from the "Add … with AI" button on each catalogue screen.

What the agent can do (its capabilities):

• Create and edit customers (with their contacts and addresses).
• Create and edit products in the catalogue.
• Create and edit substrates (materials).
• Create and edit operations (finishing) with their options and costs.
• Create and edit printing machines.
• Answer how-to questions (FAQ), as it always has.

How it works:

• It never runs anything without your confirmation. Before applying any change, the agent shows a summary of the actions it is about to carry out; you review it and press "Run" to confirm. If you do not press Run, nothing is created and nothing is changed.
• To edit something, name the record ("edit the customer Acme…", "change the substrate White vinyl…"). The agent finds it by its name. If there are several matches, it asks you which one you mean.
• Write as precisely as you can: what you want to create or change and with which details. You can dictate the instruction by voice with the microphone button.

Next to the Message field of an activity (a record of sales work: call, email, visit, follow-up note) there is a Draft with AI button: you describe in a few words what happened (for example, "I called the customer, no answer, I will try again tomorrow") and the AI drafts the message professionally and also suggests the activity Type from the list; when you apply it, both fields are filled in (Type and Message). You review them and save.

What it is for

• Answering how-to questions and common queries without leaving the system.
• Telling you the next step or where an option is.
• Helping you draft the content of a field (product name, description, observation, announcement).
• Creating and editing records in the catalogue in plain language: customers (with contacts and addresses), products, substrates, operations and machines, always with a summary first and confirmation with Run.

What it does NOT do

The AI Assistant does not replace support. It helps with common questions and basic steps, but it has to pass you on to the right people when the subject calls for it:

• Errors, faults or things that do not work → support (open a ticket).
• Sensitive data about a particular customer → not handled by the AI.
• Legal invoicing, tax obligations, country-specific regulations → support / the relevant team.
• Commercial prices, plans, terms → the sales team.
• Suspected bug or a suggested improvement → support / Product.

How it answers

• Short answer first. Inside the system you need to sort things out quickly, so the AI gets to the point and gives you the next step. If you need more detail, open the full guide / documentation.
• Help steps. When the task is step by step, a numbered list of concrete steps appears under the answer.
• Warning. If there is a related risk or a common mistake, the AI shows it as a highlighted warning (for example: "if the substrate is shared, changing its cost affects every product").
• Action buttons, you decide. Buttons may appear under the answer: "Go to <screen>" (takes you to that section), "See the full guide", "Create ticket" (opens the support form already filled in with your question and the answer) and "Copy answer". The AI does not navigate or change anything on its own: you choose whether to press.
• Suggested questions per screen. When you open the FAQ chat, the questions offered depend on the screen you are on (on Substrates you get substrate questions, in the Quoting engine you get quoting questions, and so on). You can always type your own question instead.
• You can rate the answer (👍 good / 👎 bad) to help improve the assistant.

How to ask a good question

Ask by saying which screen you are on and what you want to achieve. The more specific the question, the better the answer. Examples:

• "I am on Substrates, where do I enter the cost of the paper?"
• "I am in the Quoting engine, why does the price not match my spreadsheet?"
• "How do I turn a quote into a work order?"

Where the answers come from

The AI Assistant answers only from curated content: the FAQs, articles and help guides of the system, prepared by the support team. It does not make things up, and it does not answer from raw tickets, unreviewed videos or sensitive customer data. If the documentation does not cover your question, the AI will tell you so and pass you on to support instead of inventing an answer.

Buttons and actions — what each one is for

The wording is exactly as it appears on screen.

Key concepts

• FAQ chat: the help chat where you type your question and the AI answers with what is in the documentation.
• AI agent: the unified assistant that, as well as answering questions, creates and edits records (customers with their contacts and addresses, products, substrates, operations and machines) from what you ask it in plain language. It always shows a summary and only applies the changes when you press Run.
• Summary + Run: before touching anything, the agent shows you what it is going to do; you confirm with Run. That is your guarantee that the AI does not change data on its own.
• Finding by name: to edit something, the agent looks for the record by the name you give it ("the customer Acme"); if there are several matches it asks you which one.
• AI button (violet-to-pink chip): next to a text field, it opens the assistant to draft that field. You generate a draft, rate it and either apply it or discard it.
• Draft with AI on an activity: on the form of an activity, the Draft with AI button generates the Message from your short description and proposes the Type of activity; when you apply it, both fields are filled in so that all you have to do is review and save.
• Voice dictation (microphone button): it appears in two places — in the instruction box of the assistant (the AI window) and inside the text fields that have an AI button (observations, descriptions, announcements, and so on), next to the AI chip. Instead of typing, you press the microphone and speak; what you say is written out live in the field (after any text that was already there). Press the microphone again to stop (while it is listening, the button turns red). In the window you can edit the text and press Generate; in a field, the dictated text stays in the field ready to be saved. Dictation uses the browser's speech recognition, so it works best in Chrome or Edge; in Safari it may not be available (in that case, type it by hand).
• Support session: personal attention from our team, paid for with support hours (you buy them in Plans and prices → Support). You request it from the Support session band at the bottom of the assistant panel, writing an Observation with what you need. Requesting it does not use up hours; they are consumed when the session takes place. Do not confuse it with the Support centre, which is the written tickets.
• Passing you on to support: when the subject goes beyond what the AI should answer (an error, sensitive data, legal, commercial, a bug), it offers to open a ticket instead of improvising.

Frequently asked questions

Q: Can the AI sort out everything?

A: No. The AI helps with common questions and basic steps. For errors, sensitive customer data, legal invoicing, commercial prices or possible bugs, it passes you on to support, sales, the legal team or Product, depending on the case. It does not replace human support.

Q: Why does the AI give me such short answers?

A: Because inside the system you need to sort things out quickly. The short answer gives you the next step. If you need more detail, open the full guide or the documentation from the chat itself.

Q: Can the AI take me to the right screen?

A: It offers you action buttons ("Go to Substrates", "Open documentation", "Create ticket") and you decide whether to press them. The AI does not navigate or change anything on its own.

Q: I am on a screen and I do not know what to do. How do I ask the AI?

A: Tell it which screen you are on and what you want to achieve. For example: "I am on Substrates, where do I enter the cost of the paper?" or "I am in the Quoting engine, why does it not match my spreadsheet?". The more specific the question, the better the answer.

Q: Where does the AI get its answers from?

A: From content curated by support: the FAQs, articles and help guides of the system. It does not answer from raw tickets, unreviewed videos or sensitive customer data, and it does not make things up. If something is not in the documentation, it tells you so and passes you on to support.

Q: Can the AI create or edit records for me?

A: Yes. The AI Assistant is an agent: you write what you want in plain language and it can create and edit customers (with their contacts and addresses), products, substrates, operations and machines, as well as answering questions. You open it from the AI button in the header (the sparkle icon ✨) or from the "Add … with AI" button on each catalogue screen.

Q: Does the AI change data without telling me?

A: No. Before applying anything, the agent shows you a summary of the actions it is about to carry out and waits for you to press Run. If you do not press it, no record is created and none is changed.

Q: How do I tell the AI to edit a particular record?

A: Name it. For example: "edit the customer Acme and change their phone number" or "put up the cost of the substrate White vinyl". The agent finds the record by its name; if there are several matches it asks you which one before going on.

Q: Where is the button to create with AI on each screen?

A: In the action bar of each catalogue screen there is an AI Assistant button (sparkle icon ✨, in violet): it is on Customers and Suppliers, Print substrates, Operations, Printing machines and Products. On each screen it opens the agent focused on that entity. There is also the AI button in the application header, which opens the same agent.

Q: The assistant now appears in the middle of the screen. Is that right?

A: Yes. The assistant is shown as a centred window (it used to be a side panel). It is the same agent, only the way it is presented has changed.

Q: Can I dictate the instruction by voice instead of typing it?

A: Yes. In the instruction box of the assistant there is a microphone button: press it and start speaking; what you say is written straight into the box. Press it again to stop, edit it if you need to and press Generate. It uses the browser's speech recognition, so it works best in Chrome or Edge. In Safari it may not be available; if the button does not respond, type it by hand.