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IFS.ai Copilot

How to Enable IFS.ai Copilot

For the user to have access to IFS.ai Copilot, these prerequisites need to be filled:

  1. The component FNDGPT needs to be installed.

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  1. The system parameter IFS.ai Copilot Chat needs to be ON (ON is the default value).

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  1. The permission set FNDGPT_RUNTIME needs to be granted to the user.

Note : To enable a user to administer and publish prompts within the organization, the following prerequisite must be met: The permission set FNDGPT_ADMIN must be granted to the user.

Note: If a user encounters an error while using the IFS.ai Copilot, navigate to the Copilot Error Logs page for the specific user. This page provides a detailed overview of the error message received, enabling faster troubleshooting and resolution.

Settings

1. Restricting User Access to IFS Documentation

To restrict user from accessing the content inside IFS public documentation (IFS User Docs, IFS Tech Docs, IFS ALE Docs, and IFS Community) using the Copilot chat, change the system parameter IFS.ai Copilot Access to IFS Public Documentation value from ON to OFF.

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Links to the IFS User docs and Tech docs are redirected by use of the system parameters:

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If the Base address for HTML help is set to Default, the customer’s own documentation container will be used. This is the default setting. It is recommended because it will ensure that the links to the IFS pages from the documentation works for the users.

3. Enabling IFS.ai Copilot for different Product Areas

To be able to access the Copilot features for different product areas, relevant Permission set must be granted:

IFS.ai Copilot for Service Managers

Permission set to be granted : COPILOT_SERVICE_MANAGER

Supported pages:

  • Service Management -> Request Management -> Request Handling ->Requests
  • Service Management -> Request Management -> Request Handling -> Request Details

IFS.ai Copilot for Sales Representatives

Permission set to be granted : COPILOT_SALES_REP_CRM

Supported Pages:

  • Relationship Management -> Customer Relationship Management -> Business Opportunity -> Business Opportunity
  • Relationship Management -> Customer Relationship Management -> Business Activity -> Business Activity

IFS.ai Copilot for Dispatchers

Permission set to be granted : COPILOT_DISPATCHER

Supported Pages:

  • Service Management -> Request Management -> Scheduling and Allocation -> Dispatch Console

IFS.ai Copilot for Time Management

Permission set to be granted : COPILOT_TIME_MANAGER

Supported Pages:

  • Human Capital Management > Manager Services > Time and Attendance > Time Registration
  • Human Capital Management > Manager Services > Time and Attendance > Time Authorization > Time Authorization
  • Human Capital Management > Manager Services > Time and Attendance > Absence Calendar
  • Human Capital Management > Manager Services > Time and Attendance > Absence Calendar - Year View
  • Human Capital Management > Manager Services > Time and Attendance > Absences > Absence Requests
  • Human Capital Management > Manager Services > Time and Attendance > Absences > Absence Registrations
  • Human Capital Management > Manager Services > Time and Attendance > Time Card
  • Human Capital Management > Manager Services > Time and Attendance > Time Registration - Grid View
  • Human Capital Management > Manager Services > Time and Attendance > Time Card - Details
  • Human Capital Management > Manager Services > Time and Attendance > Intervals
  • Human Capital Management > Manager Services > Time and Attendance > Clockings

IFS.ai Copilot for Time Management - Self Services

Permission set to be granted : COPILOT_TIME_EMPLOYEE

Supported pages:

  • Human Capital Management > My Self-Service > My Time and Attendance > My Time Registration
  • Human Capital Management > My Self-Service > My Time and Attendance > My Absence Calendar
  • Human Capital Management > My Self-Service > My Time and Attendance > My Absence Calendar - Year View
  • Human Capital Management > My Self-Service > My Time and Attendance > My Absences > My Absence Requests
  • Human Capital Management > My Self-Service > My Time and Attendance > Quick Absence
  • Human Capital Management > My Self-Service > My Time and Attendance > My Time Card
  • Human Capital Management > My Self-Service > My Time and Attendance > My Time Registration - Grid View
  • Human Capital Management > My Self-Service > My Time and Attendance > My Time Card - Details
  • Human Capital Management > My Self-Service > My Time and Attendance > My Intervals
  • Human Capital Management > My Self-Service > My Time and Attendance > My Clockings

IFS.ai Copilot for Employee Administration - HCM Services

Permission set to be granted : COPILOT_EMP_ADMINISTRATION

Supported pages:

  • Human Capital Management > HCM Services > Employee Management > Employee File

  • Human Capital Management > HCM Services > Employee Management > Employees

IFS.ai Copilot for FMECA

Permission set to be granted: COPILOT_FMECA

Supported pages:

  • Maintenance > Failure Modes Effects and Criticality Analysis > Prepare FMECA
  • Maintenance > Failure Modes Effects and Criticality Analysis > Perform FMECA

IFS.ai Copilot for Work Order Execution

Permission set to be granted: COPILOT_WORK_ORDER_EXECUTION

Supported pages:

  • Maintenance > Equipment > Functional Object > Functional Object
  • Maintenance > Equipment > Serial Object > Serial Object
  • Maintenance > Work Management > Preperation and Planning > Prepare Work Order
  • Maintenance > Work Management > Preperation and Planning > Work Task
  • Maintenance > Work Management > Preperation and Planning > Work Tasks
  • Maintenance > Work Management > Execution > Execute Work Task
  • Service > Work Management > Execution > Execute Work Task
  • Maintenance > Work Management > Execution > Work Task Demands
  • Maintenance > Work Management > Initation > Fault Report
  • Maintenance > Preventive Maintenance > Pm Action > Pm Action
  • Technician Portal > Maintenance Engineer > Unassigned Tasks
  • Technician Portal > Maintenance Engineer > My Assignments - Assigned
  • Technician Portal > Maintenance Engineer > My Assignments - Ongoing
  • Technician Portal > Maintenance Engineer > My Assignments - Ongoing > Work Details

IFS.ai Copilot for Supplier Quotation Evaluation

Permission set to be granted : COPILOT_SUPP_QUOTATION_EVAL

Supported Pages:

  • Procurement > Quotation > Order > Order Quotation Approval
  • Procurement > Quotation > Order > Order Quotation Approvals

IFS.ai Copilot for Supplier Performance Evaluation

Permission set to be granted : COPILOT_SUPP_PERFORMANCE_EVAL

Supported Pages:

  • Relationship Management > Supplier Relationship Management > Supplier Performance Evaluation and Rating > Supplier Performance Evaluation Lines

IFS.ai Copilot for Request for Quotation Supplier Selection

Permission set to be granted : COPILOT_RQST_FOR_PURCH_QUOTE

Supported Pages:

  • Procurement > Quotation > Order > Request for Order Quotation

IFS.ai Copilot for Purchase Requisition

Permission set to be granted : COPILOT_PURCHASE_REQUISITION

Supported Pages:

  • Procurement > Requisition > Purchase Requisition

IFS.ai Copilot for Customer Order

Permission set to be granted: COPILOT_CUSTOMER_ORDER

Supported pages:

  • Sales > Order > Customer Order
  • Sales > Order > Customer Orders

IFS.ai Copilot for Sales Quotation

Permission set to be granted: COPILOT_SALES_QUOTATION

Supported pages:

  • Sales > Quotation > Sales Quotation
  • Sales > Quotation > Sales Quotations

IFS.ai Copilot for Purchase Order

Permission set to be granted: COPILOT_PURCHASE_ORDER

Supported pages:

  • Procurement > Order > Purchase Order
  • Procurement > Order > Purchase Orders

IFS.ai Copilot for Shipment Order

Permission set to be granted: COPILOT_SHIPMENT_ORDER

Supported Pages:

  • Shipment Management> Shipment Order> Shipment Order
  • Shipment Management> Shipment Order> Shipment Orders

When a user submits a query from any of the above pages, the conversation history and the context of the page are relayed to IFS.ai Copilot. Specifically, the page context shared includes the record or records selected by the user.

When a page contains multiple lists, IFS.ai Copilot receives context from up to five selected records per list, irrespective of the active tab at the time of the query. This context is considered by IFS.ai Copilot when responding to user inquiries. Additionally, IFS.ai Copilot may obtain further information through function calls, accessing data from the IFS Cloud database

Prompts

Administrative users can view, add or manage IFS.ai Copilot prompts within IFS Cloud pages via Copilot Management > Copilot Prompts in Solution Manager

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Figure : All Prompts Section in Copilot Prompts

Universal Prompts

Universal prompts are a type of prompt in IFS.ai Copilot that appear consistently across all pages within IFS Cloud, ensuring you have access to them no matter where you are in the system.

Use the Universal Prompts section to Add, Delete, Duplicate, or Publish universal prompts.

Page Prompts

Page prompts in IFS.ai Copilot are specific to the page you are currently using in IFS Cloud. They provide quick access to prompts tailored exclusively to the context of that page, ensuring relevant and focused assistance.

Use the Page Prompts section to Add, Delete, Duplicate or Publish page prompts.

Prompt Editor

Prompt Editor functionality allows you to add page attributes to a prompt, that will be replaced with page values when used in context.

The Prompt Editor button will become visible after creating a page prompt and selecting the prompt line. On the Prompt Editor view, you will see the prompt you have selected, along with all the attributes for the page. Attributes can be sorted and filtered to help in the selection process.

Note : When adding an attribute, first select the attribute and then you can either copy and paste it into the prompt text editor or drag and drop it directly into the desired location within the editor.

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Universal Prompts Per User

Use Universal Prompts Per User to view and manage prompts to view and manage prompts that are available only to a specific user. These are prompts that the user has created themselves, or that are set up specifically for the user by an administrator. Use the search to select a user and then view or manage any universal prompts they have created in the system.

Page Prompts Per User

Use Page Prompts Per User to view and manage prompts that are available only to a specific user. These are prompts that the user has created themselves, or that are set up specifically for the user by an administrator. Use the search to select a user and then view or manage any page prompts they have created in the system.

All Prompts

Use All Prompts to view and manage all the prompts within your organization. This page provides an overview of all the prompts created within the system. Selecting a prompt line will provide you with a button to link back to the relevant page.

Note : Individual users can manage their prompts through My Page Prompts and My Universal Prompts, which can be found under My Administration. The Copilot panel also allows individual users to create and delete their own prompts.

System Parameters Associated with IFS.ai Copilot

Checkout System Parameters documentation for more information

  • IFS.ai Copilot Chat
  • IFS.ai Copilot access to IFS public documentation
  • IFS.ai Copilot Error Log retention policy