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.

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

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.

2. Links

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

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

IFS.ai Copilot can access IFS‑published documentation to respond to general inquiries related to IFS Cloud. In addition, customer‑specific documentation uploaded through the Document Manager can be configured as a data source for Copilot interactions. Copilot can also retrieve insights directly from transactional and master data within IFS Cloud.

Beyond general conversational queries, IFS.ai Copilot provides context‑specific capabilities that are tailored to specific product areas and are available on selected pages, enabling more accurate and relevant responses based on the active operational context.

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

Context Specific Capabilities and General Capabilities

Context-specific capabilities:

• Uses predefined prompts and tested queries
• Works in specific pages

General Capabilities:

• Questions can be asked from any page

• Can answer questions that are not too complex

• Copilot first identifies a data source, and then converts the question into an OData query. The data source that is used is called a Business Object.

Read More: Business Objects Overview

Service Management

Context-specific capabilities:

IFS.ai Copilot for Service Managers

Permission set to be granted : COPILOT_SERVICE_MANAGER

Supported pages:

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

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 Service Technicians

Permission set to be granted : COPILOT_SERVICE_TECHNICIAN

Supported pages:

• Work Details

• My Work

General Capabilities:

Users can ask questions from anywhere in IFS Cloud, about:

• Request - Scope, Contract, and Quotation
• SLA - Template and Commitment
• Contract Order and Payment Lines
• Location
• Call Centre Case
• Knowledge Articles
• Contractor Agreement
• Repair RMA
• Service Campaigns
• Invoice Previews
• Resource - Shifts, On Call Shifts, Relocations, Capacity, Activities, and Miscellaneous Allocations

Human Capital Management

Context Specific Capabilities:

IFS.ai Copilot for 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
• My Absence Calendar
• My Absence Calendar - Year View
• My Absences > My Absence Requests
• Quick Absence
• My Time Card
• My Time Registration - Grid View
• My Time Card - Details
• My Intervals
• My Clockings

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
• Time Authorization > Time Authorization
• Absence Calendar
• Absence Calendar - Year View
• Absences > Absence Requests
• Absences > Absence Registrations
• Time Card
• Time Registration - Grid View
• Time Card - Details
• Intervals
• Clockings

IFS.ai Copilot for Employee Administration

Permission set to be granted : COPILOT_EMP_ADMINISTRATION

Supported pages:

• Human Capital Management > HCM Services > Employee Management >

• Employee File

• Employees

General Capabilities:

Users can ask questions from anywhere in IFS Cloud, about:

• Time Reporting, Absence limits, Absences and absence requests
• Expense sheets and Employee Payments
• Employee Information

As a general guideline, providing more precise and well‑scoped queries enables IFS.ai Copilot to return more accurate and relevant responses. Users are encouraged to refine their questions or request Copilot to re‑evaluate the query, validate the results, or explain how the underlying records were retrieved. This approach helps improve transparency, clarity, and confidence in the returned insights.

Relationship Management

Context Specific Capabilities:

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
• Business Activity -> Business Activity

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

General Capabilities:

Users can ask questions about Business Opportunities and Business Activities.

Procurement

Context Specific Capabilities:

IFS.ai Copilot for Supplier Quotation Evaluation

Permission set to be granted : COPILOT_SUPP_QUOTATION_EVAL

Supported Pages:

• Procurement > Quotation > Order >
• Order Quotation Approval
• 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 Purchase Order

Permission set to be granted: COPILOT_PURCHASE_ORDER

Supported pages:

• Procurement > Order >
• Purchase Order
• Purchase Orders

IFS.ai Copilot for Purchase Requisition

Permission set to be granted : COPILOT_PURCHASE_REQUISITION

Supported Pages:

• Procurement > Requisition > Purchase Requisition

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

General Capabilities:

Users can ask questions about Purchase Order(s) from anywhere in IFS Cloud.

Sales Management

Context Specific Capabilities:

IFS.ai Copilot for Customer Order

Permission set to be granted: COPILOT_CUSTOMER_ORDER

Supported pages:

• Sales > Order >
• Customer Order
• Customer Orders

Capabilities:

• Recommend the most suitable ship code for Customer Order(s).
• Recommend products to order by:
• Quickly access the customer's most recent orders.
• Identify and suggest items the customer frequently orders.
• Highlight popular items among other customers.
• Suggest relevant items from ongoing campaigns.
• Recommend additional items that complement the customer's order.

IFS.ai Copilot for Sales Quotation

Permission set to be granted: COPILOT_SALES_QUOTATION

Supported pages:

• Sales > Quotation >
• Sales Quotation
• Sales Quotations

Capabilities:

• Recommend the optimal ship code for Sales Quotations.
• Access the primary reasons for Sales Quotation rejections.
• Identify top-selling competitor products for a given Sales Part.
• Highlight Sales Parts with the highest number of won Sales Quotations.
• Suggest items from active campaigns relevant to the customer.
• Recommend complementary items for the Sales Part in the Sales Quotation line.

General Capabilities:

Users can ask general questions about Customer Orders from anywhere in IFS Cloud.

Questions can cover order status, prices and amounts, delivery and shipping details, order line information, rental specifics, and more.

Maintenance

Context Specific Capabilities:

IFS.ai Copilot for Work Order Execution

Permission set to be granted: COPILOT_WORK_ORDER_EXECUTION

Supported pages:

• Maintenance > Equipment >

• Functional Object > Functional Object

• Serial Object > Serial Object

• Maintenance > Work Management >

• Preparation and Planning > Work Task

• Preparation and Planning > Work Tasks

• 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

• My Assignments - Assigned
• My Assignments - Ongoing
• My Assignments - Ongoing > Work Details

IFS.ai Copilot for FMECA (Failure Modes, Effects, and Criticality Analysis)

Permission set to be granted: COPILOT_FMECA

Supported pages:

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

General Capabilities:

Users can ask general questions about Work Order, Equipment Object, Linear Asset, Permit, Isolation Order, Isolation Template, FMECA, PM Program, Work Task Template, PM Action, Heavy Maintenance Contract, Task Card, Serial Structure Template, Serial Structure, Serial Maintenance, Subtask, Maintenance Program, Maintenance Plan, Serial Fault, Maintenance Order, Resource, Miscellaneous Resource Allocations, Resource On-Call Shifts, Resource Shifts, Resource Relocations, Resource Capacity, and Resource Activities from anywhere in IFS Cloud.

Aviation Maintenance

Context Specific Capabilities:

IFS.ai Copilot for IPC Search

Permission set to be granted: NA

Supported Pages:

• Aviation Maintenance > Aviation Engineering > Aviation Technical Content Manager > Aviation Configuration Viewer >
• IPC
• Chapter
• Sub Chapter
• Unit
• Figure

Shipment Management

Context Specific Capabilities:

IFS.ai Copilot for Shipment Order

Permission set to be granted: COPILOT_SHIPMENT_ORDER

Supported Pages:

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

Warehouse Management

Context Specific Capabilities:

IFS.ai Copilot for Inventory Part

Permission set to be granted: COPILOT_INVENTORY_PART

Supported Pages:

• Warehouse Management> Part> Inventory Part

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

Business Objects Overview

A Business Object represents a logical grouping of related data within a specific functional area of the product. Business Objects are used to define and reference distinct data domains, enabling IFS.ai Copilot to identify the appropriate data scope when processing user queries. By structuring access around Business Objects, Copilot can more effectively interpret questions and retrieve accurate, context‑relevant information from IFS Cloud data sources.

Example: A Business Object may represent a specific functional entity within IFS Cloud, such as a Request, Work Order, Employee, or Customer Order.

Read More: Business Object - Technical Documentation For IFS Cloud

To view the complete list of available Business Objects along with their functional summaries, refer to the Business Objects Summary section in this document.

Business Objects Summary

In order for users to be able to ask questions on the business objects, they need to be granted access to the following projections:

Business Object	Description
AbsenceBusinessObject	Covers all employee absence records managed by the manager, including leave registrations and history. Used when a manager queries for absence details of employees. If the company is not specified, use the user's default company.
AbsenceEmployeeBusinessObject	Covers all absences registered by the employee, including current and past leaves. Used when an employee queries their own absence details or history. If the company is not specified, use the user's default company.
AbsenceLimitBusinessObject	Used by managers to view employees' absence entitlements, including total, used, and remaining balances. Defaults to the manager's company when not specified.
AbsenceLimitEmployeeBusinessObject	Used by employees to view their own absence limits, including entitlement, usage, and remaining balance. Defaults to the employee's company when not specified.
AbsenceRequestBusinessObject	Provides managers with access to all employee absence requests under their supervision across Registered, Confirmed, Approved, and Authorized statuses. Defaults to the manager's company when not specified. Used for managerial review, approval, or tracking.
AbsenceRequestEmployeeBusinessObject	Provides employees with access to their own absence requests across Registered, Confirmed, Approved, and Authorized statuses. Defaults to the employee's company when not specified. Used for creating, viewing, or modifying personal requests.
AuditBusinessObject	A quality audit is a systematic, independent, and documented, periodic process used to assess the effectiveness of a quality management system (QMS), processes, or products. The goal is to determine whether established quality activities and results comply with planned arrangements, such as internal procedures, industry standards, contractual requirements, or regulatory guidelines and whether these arrangements are implemented effectively and are suitable for achieving quality objectives.
BusinessActivityBusinessObject	This contains business activity details related to account, lead or supplier.
BusinessLeadBusinessObject	Manages leads within the CRM system by tracking potential customers from initial contact through qualification and conversion. Supports lead scoring, duplicate detection and merging, and conversion of leads into customer accounts.
BusinessOpportunityBusinessObject	The Business Opportunity business object is used to capture, track, and manage potential sales deals from the early stage through closure. It helps sales teams monitor progress, forecast revenue, record customer interactions, and analyze win/loss outcomes, ensuring a structured and efficient sales process.
CashAccountBalanceBusinessObject	Cash Account Balance Analysis is used to view the balances of all the cash accounts of the company as of a given date. Cash Account Balance Analysis shows all company cash account balances for a specific date. It helps monitor liquidity, verify available funds, and support financial decisions by giving a clear snapshot of cash positions across accounts.
CcCaseBusObject	Call Center Case represents an individual Call Center Case raised by or on behalf of a customer. It captures who reported the issue, when it was reported, what the problem is, and which organization and agent are responsible for handling it. The business object provides a structured view of key case details such as severity, priority, category, support keys, queues, and solution references, so that Copilot and other applications can retrieve, present, and analyze Call Center Case information through natural language queries and standard APIs.
CompanyBusinessObject	The Company page serves as the central hub for configuring basic and legal data, as well as managing company-specific information such as addresses, taxes, currencies, rules, and permissions.
ConfigurationSpecificationBusinessObject	A Configuration Specification defines how a part is configured within a Configure to Order (CTO) in manufacturing process. It is identified by a Configuration ID and a Part Number and consists of two main sections called the Configuration Specification Header and the Configuration Specification Values(Characteristic Values). The configuration specification header contains high level details such as identifiers and attributes while the configuration specification values section represents the characteristic values and their corresponding option values that determine the configuration. Each header is linked to a set of configuration specification values (characteristic values) along with additional attributes to ensure a complete and accurate representation of the part configuration. In addition to retrieving configuration specification header details and configuration specification values, this business object is also used to retrieve the usages of a given configuration specification. These usages, known as Configuration Specification Usages(Configuration Usages), represent the places where a specific configuration specification has been applied.
ContractorOrderBusinessObject	A Contractor Order represents a scope of work that is to be performed by an external contractor, the order can in some cases be under a contractor agreement. It defines the work to be performed, planned payments or fixed prices, not to exceed limits, and related administrative information needed to manage subcontracted tasks
CustomerBusinessObject	This is the central repository for all essential information about the customer. This ensures that procurement, finance, and other business processes have access to accurate and up-to-date customer data.
CustomerOrderBusinessObject	This is a formal request submitted by a customer to purchase goods or services from a business. It serves as the primary document that initiates the sales process, capturing essential details such as the items or services requested, quantities, pricing, delivery requirements, payment terms, and customer information.
DelimitationBusinessObject	Business object representing an isolation template (Delimitation) used for planning and managing isolation/delimitation activities, including revision details, site, responsible persons, and safety conditions.
DelimitationOrderBusinessObject	Core business object representing information on isolation orders. It contains isolation planned dates, isolated objects, isolation execution information including establishment and reestablishment instructions, safety conditions, connected permits and work tasks and relevant sign off requirements.
DepotRmaBusinessObject	Repair RMA (Return Material Authorization) represents the process and details for returning materials or products to a depot for repair, replacement, or credit. It captures all relevant information about the customer, shipment, categorization, and processing of the Repair RMA.
EmpCompensationEmployeeBusinessObject	Manages employee compensation information, salary details, and payroll information as a Manager or Admin.
EmpDisciplinaryGrievanceEmployeeBusinessObject	Manages employee disciplinary and grievance information as a Manager or Admin.
EmpHealthSafetyEmployeeBusinessObject	Manages employee health and safety information, injury and illness information as a Manager or Admin.
EmployeeEmpCompensationEmployeeBusinessObject	Manages employee compensation information, salary details, and payroll information as an Employee.
EmployeeEmpDisciplinaryGrievanceEmployeeBusinessObject	Manages employee disciplinary and grievance information as an Employee.
EmployeeEmpHealthSafetyEmployeeBusinessObject	Manages employee health and safety information, injury and illness information as an Employee.
EmployeeEmploymentInfoEmployeeBusinessObject	Manages employee employment information and work details as an Employee.
EmployeeEmpPropertiesEmployeeBusinessObject	Manages employee properties, custom attributes, and user-defined fields as an Employee.
EmployeeEmpQualificationEmployeeBusinessObject	Manages employee skills, certifications, and professional qualifications as an Employee.
EmployeePaymentBusinessObject	Manages employee payment processing and payment-related operations as a HR Administrator or Finance user. Correctly handle financial data recorded in multiple currencies by ensuring that all summaries, averages, and totals are calculated per currency, rather than combining amounts across different currencies. Else that behaviour results in inaccurate outputs when mixed-currency records were aggregated. To address this, the Business Object for employee payment should group values by currency, preserves the currency-amount relationship, and returns clearly separated results for each currency to provide accurate, meaningful financial insights.
EmployeePersInfoEmployeeBusinessObject	Manage employee personal information as an Employee. Includes identity details, physical and psychological profiles, addresses, related persons, and associated documents.
EmploymentInfoEmployeeBusinessObject	Manages employee employment information and work details as a Manager or Admin.
EmpPropertiesEmployeeBusinessObject	Manages employee properties, custom attributes, and user-defined fields as a Manager or Admin.
EmpQualificationEmployeeBusinessObject	Manages employee skills, certifications, and professional qualifications as a Manager or Admin.
EquipmentObjectBusinessObject	Represents a serviceable physical asset tracked and maintained throughout its lifecycle. Equipment can be fixed (installed in a structure or facility) or movable (reassigned between sites or positions). It holds key data such as warranties, usage, test points, parameters, measurements, SBOM structures, and spares. It can be connected to a model. Used as the core serviceable unit across domains like service and asset management, supporting both preventive and corrective maintenance. Equipment is managed as a point asset, with a defined position in a maintenance structure or a location in a service area, ensuring full traceability from installation to decommissioning.
ExpenseSheetBusinessObject	Manage Expense Sheets including creation, reading, updating, and changing status. Also allows adding expenses to expense sheets as a Manager or Admin. When returning any aggregate functionalities based responses like sum, average of expenses etc., make sure to refer to 'Amount in payment currency' and show all the amounts/currency based on that amount and currency to so we can avoid showing incorrect/mixed up amounts in different currencies.
ExpenseSheetEmployeeBusinessObject	Manage Expense Sheets including creation, reading, updating, and changing status. Also allows adding expenses to expense sheets as an Employee. When returning any aggregate functionalities based responses like sum, average of expenses etc., make sure to refer to 'Amount in payment currency' and show all the amounts/currency based on that amount and currency to so we can avoid showing incorrect/mixed up amounts in different currencies.
FmecaAnalysisBusinessObject	This business object defines a FMECA. FMECA stands for Failure Modes, Effects, and Criticality Analysis. It's a structured approach used primarily in engineering, manufacturing, aerospace, and defense industries to identify and evaluate potential failures in a system, product, or process.
HeavyMaintenanceContractBusinessObject	Heavy Maintenance Contract represents comprehensive long-term maintenance agreements with customers for heavy maintenance services, including contract groups, line items, parts coverage, commercial agreements, and pricing structures for maintenance services and parts supply
KbKnowledgeArticleBusinessObject	Knowledge Article represents a single knowledge article in the knowledge base, used to capture, structure, and share solutions, how to guides, troubleshooting steps, and reference information. It holds the core identity, version, authorship, approval data, visibility rules, and content of the article, enabling users and support organizations to create, maintain, and consume reusable knowledge across channels and processes.
LinearAssetBusinessObject	Represents a revision controlled linear infrastructure asset such as a road, pipeline, or railway. A Linear Asset is characterized by its length and segmented structure and supports lifecycle management, site visibility, operational traceability, and design integration. It consists of sections, segments, and elements, and can be associated with work orders, preventive maintenance actions, isolation objects, parties, and historical records.
LocationBusinessObject	Location represents a physical or logical place used in the application for planning, execution, and reporting of activities. It can describe warehouses, service sites, pickup points, offices, or other operational locations, and provides identifiers, categorization, and scheduling relevant details such as time zone and locality. The business object enables Copilot and other applications to reference, search, and reason over locations when scheduling work, routing resources, or integrating with external systems.
LocationPartyAddressBusObject	Location Party Address represents an address entry associated with a specific Location, capturing how and where the location can be visited, delivered to, or contacted. It supports multiple address usages such as visiting, delivery, or position addresses, party context, and validity periods so that planning, logistics, and communication processes can reliably use the correct address details over time.
MaintenanceOrderBusinessObject	Maintenance Order is the central orchestrating business object for planning, executing, and tracking aircraft maintenance operations within VIM. It represents a complete maintenance visit or work package for a specific aircraft (top-level serial) at a designated maintenance facility, encompassing both scheduled maintenance activities (A-checks, B-checks, C-checks, D-checks, calendar inspections, flight hour limits, cycle limits, life limits) and unschedulled work (defect repairs, service bulletins, airworthiness directives, modifications, component replacements). Each maintenance order establishes the aircraft context (tail number, part number, serial number configuration), customer relationship (airline/operator), contract linkage (service contracts, heavy maintenance contracts via HMXCON), site operations (maintenance base, line station, hangar), and execution methodology (work order integration, execution logic structure, simplified task management). The business object manages comprehensive MRO data hierarchies: maintenance events (scheduled tasks and unscheduled repairs), task cards with detailed work instructions, resource allocation (technicians, tools, equipment), material requirements (parts, consumables, pooled items), regulatory sign-off requirements, configuration change documentation, operational audit trails, execution logic orchestration for complex maintenance programs, non-routine quotations for additional work scope, and historical snapshots for compliance and traceability. Additionally, it integrates with external heavy maintenance work scopes (HMXWSL) and job-task commercial rules (HMXCON) for comprehensive aviation MRO business process support. This rich operational context enables AI copilots and LLMs to provide intelligent assistance for maintenance planning, execution guidance, regulatory compliance verification, resource optimization, defect troubleshooting, and operational decision support across the complete aircraft maintenance lifecycle.
MaintenancePlanBusinessObject	Business object for managing maintenance plans in Fleet and Asset Management. Represents maintenance plan intervals and convenience tasks defined for a specific maintenance group within a maintenance program. Includes interval definitions with operational parameter thresholds, calendar-based schedules, tolerance settings, recurring calculations, and post maintenance check linkage. Tracks secondary operational parameter intervals per maintenance code and scheduled planned events for serials. Integrates with maintenance codes, time units, post maintenance check definitions, and vehicle serial registration data. Aligns with the Maintenance Plan page scope for Copilot and other consumers.
MaintenanceProgramBusinessObject	Business object for defining and managing maintenance programs in Fleet and Asset Management. Represents maintenance programs with revisions that define scheduled maintenance requirements for engineering parts. Includes assigned parts and part revisions that are in scope for maintenance, maintenance groups that define part-specific maintenance requirements with average value rules and preferred groupings, and affected serials assigned to the program. Integrates with engineering part master and revision data, manufacturer information, and Part Serial Catalog for serial identity and operational attributes. Tracks access control through access groups, and maintains a journal of changes and events throughout the maintenance program life-cycle. Links to vehicle serial registration data for affected serials.
MiscellaneousResourceAllocationsBusinessObject	Miscellaneous Resource Allocations (misc. allocations) are used to manage planned absences and non-available time for individual resources such as persons, tools, equipment, machines, and crews.These allocations are categorized as either Absence or Non-Absence, which is a mandatory classification during the creation process. Miscellaneous Resource Allocations can include location data, which is utilized by the Dynamic Scheduling engine and Dispatch Console to optimize scheduling and routing capabilities.In terms of resource demand, Miscellaneous Resource Allocations are reflected in the Resource Analysis page; those in 'Pending Approval' status are treated as Preliminary demand, while 'Approved' allocations are considered Committed demand. A key feature is the 'Align with Schedule' option, which ensures that the allocation only covers actual working time by creating Resource Activities for each shift, preventing over-allocation (more than 100 percent (100%) capacity) that might otherwise occur if breaks are not accounted for. When the 'Align with Schedule' option is active, allocations are visible in the Resource Shift Gantt, Dispatch Console, and various Resource Shift Calendars, with load records created specifically for working periods.Importantly, Miscellaneous Resource Allocations are part of the Resource Management solution and operate independently of the Human Capital Management (HCM) module. This means absences recorded here do not synchronize (sync) with Human Capital Management (HCM) and are tracked as a distinct demand type.Additionally, these allocations can be created without requiring specific company or site connections, offering flexibility in resource planning.
MixedPaymentBusinessObject	Mixed Payment is used to post transactions that have affected a cash account such as customer payments, supplier payments, bank fees, direct cash transactions, cashing checks and acknowledging payment orders.
MrpPartActionBusinessObject	Contains actions and proposals to be taken for the MRP Part
MrpPartBusinessObject	This is used to study information about an inventory part which is planned by Material Requirement Planning (MRP) or Project Material Requirement Planning (project MRP) or by Master Scheduling or Project Master Scheduling.
MrpPartSupplyDemandBusinessObject	Contains existing open supply and demand orders for the given MRP Part
NonSupplierPaymentBusinessObject	Non-Supplier payments are payments done to vendors who are not associated with the ordinary course of business such as rent, electricity, water and tax payments.
PermitBusinessObject	Core business object representing a permit entity within the PERISO component. It encapsulates all attributes and logic for managing permit life cycle, including creation, validation, and association with site and company data.
PersInfoEmployeeBusinessObject	Manage employee personal information as a Manager or Admin. Includes identity details, physical and psychological profiles, addresses, related persons, and associated documents.
PmActionBusinessObject	This business object defines a PM Action. A PM Action is a core element of preventive maintenance planning. It defines the specific maintenance work to be performed on an asset (such as equipment object, linear assets or tool/equipment) and includes details such as operational status, responsible maintenance organization, required materials, resources, and work instructions. PM Actions can be calendar-based, event-based, or condition-based, enabling flexible scheduling based on time intervals, triggered events, or asset condition parameters. PM Actions may have one or several Work Task Templates connected to it, which will create work lists and resource and material requirements. Each PM Action generates work orders and work tasks when due, ensuring systematic maintenance execution, improved asset reliability, and optimized resource utilization within the Enterprise Asset Management framework.
PmProgramBusinessObject	This business object defines a PM Program. A PM Program in IFS is a reusable set of work task templates that defines how a certain type of equipment should be maintained. Instead of planning each preventive maintenance activity from scratch, the PM Program lets you reuse the same maintenance setup when creating new PM actions, saving time and ensuring consistency. The PM Program is linked to Item Classes, allowing groups of similar equipment to share the same maintenance tasks. When PM actions are generated, they automatically inherit details such as Work order generation rules, Material needs, Work lists, Tools and facilities
PurchaseOrderBusinessObject	Purchase Orders are the orders raised for Suppliers which consist of Purchase order lines that carry registered parts, unregistered parts, rental parts, their quantity, prices and delivery information
ResourceActivitiesBusinessObject	Manages resource activities, tracking work assignments, scheduling, and activity origins for resources.
ResourceBusinessObject	A resource refers to a unit - such as a person, machine, tool, or crew, that can be scheduled, assigned tasks, or managed across modules like Service Management, Project Management, or Human Capital Management. Resources are central to task assignment and workload balancing, supporting real-time decision-making through integration with calendars, dispatch consoles, and optimization engines like PSO. Resources can be linked to multiple companies and sites and can be used in various domains, such as projects, maintenance, services, and manufacturing. Resources can have parent-child relationships with other resources, which helps in organizing and managing complex resource structures. Each resource includes metadata such as connections, attributes, skills, and requirements, enabling precise matching to job specifications and operational needs, making it possible to match resources effectively to specific jobs and tasks.
ResourceCapacityBusinessObject	Manages resource capacity calculations, tracking available time periods for resources based on shifts, calendars, and utilization factors. This business object supports capacity planning and resource availability analysis across different time periods (day, week, month, quarter, year).
ResourceOnCallShiftBusinessObject	An on-call shift represents a period during which a resource is not necessarily working but is available to be called in if needed. On-call shifts allow organizations to maintain standby coverage for urgent or unexpected tasks without scheduling full-time shifts for all staff. On-call shifts are distinct from regular working shifts and can have specific attributes and compensation rules associated with them.
ResourceRelocationBusinessObject	Handles resource relocation information, defining temporary assignments or movements of resources to different locations or schedules. This object manages the lifecycle and details of resource moves.
ResourceShiftBusinessObject	A resource shift defines a specific period of time during which a resource - such as a person, crew, or tool - is available to perform work.Shifts are foundational for capacity planning, task scheduling, and real-time operations, ensuring that activities are assigned to resources within their valid working hours. Resource shifts can be generated automatically based on calendars and shift patterns or entered manually to account for deviations. They are linked to a specific date, company, and site, and include metadata such as start and end times, time zones, and reference to the resource. Shifts also include breaks and attributes; if generated, they inherit the resource's resource shift template attributes and breaks, but these can also be manually added or modified.
ScServiceContractBusinessObject	Request Contract represents a formal service agreement between the company and a customer that defines what service is provided, for how long, and under which commercial and logistical conditions. It captures key information such as contract identification, validity and coverage dates, currency, customer, responsible organization, invoicing rules, and periodic allocation settings. The business object provides a structured view of the request contract so that Copilot and other applications can retrieve, present, and analyze contract details, follow up renewals, and support financial and operational processes through natural language queries and standard APIs.
SerialFaultBusinessObject	Serial Fault Business Object represents a comprehensive view of a fault, defect, or discrepancy reported against a serialized part or component within Vehicle Information Management (VIM) for Maintenance, Repair and Overhaul (MRO) operations. Provides the full fault lifecycle context from discovery through diagnosis, corrective action, and closure. Includes fault identification with symptom codes and functional breakdown classification, root cause analysis with fault cause codes, corrective action tracking with action history and voiding capability, deferral management for MEL/CDL items with authorized limits and due date tracking, post-maintenance check linkage, task card (instruction) assignments for corrective work, additional parts fault history, non-routine approval workflow, operational parameter values at time of discovery, and linkage to discovering maintenance events, work orders, and flight logs. Aligns with the Manage Fault Information client page structure: General tab (Fault Information, Person Information, Function Breakdown, Fault Description, Deferral, Post Maintenance Check, Operational Values, Discovered On groups), Task Cards tab, Fault Actions tab, and Additional Fault Info tab. Essential for MRO reliability engineers, maintenance controllers, and quality assurance teams to manage defect tracking, regulatory compliance, and fleet reliability analysis.
SerialMaintenanceBusinessObject	Serial Maintenance Business Object represents a comprehensive view of a serialized part or component within Vehicle Information Management (VIM) for Maintenance, Repair and Overhaul (MRO) operations. Provides the complete maintenance lifecycle context for a tracked serial including interval-based planned maintenance events, historical last maintenance records, engineering modification and service bulletin compliance tracking, life-limited part (LLP) tracking with accumulated stress and usage values, post-maintenance check schedules, total usage history from all maintenance events, operational parameter accumulation (flight hours, cycles, landings), operational parameter log history, fault and defect history with deferral management, and condition monitoring measurements. Aligns with the Serial Maintenance client page tabs: Interval Maintenance, Last Maintenance, Next Interval Maintenance In Structure (function-based, not represented as a BO array), Modifications, Modifications in Structure (function-based, not represented as a BO array), LLPs in Structure, Post Maintenance, and Total Usage. Essential for MRO planners, engineers, and maintenance controllers to understand the full maintenance state of any fleet asset.
SerialStructureBusinessObject	Business object for Managing serial structures in Fleet and Asset Management. Represents both serialized and non-serialized engineering parts organized in parent-child relationships, forming hierarchical serial structures. Includes template-based configuration, structure alternates, and minimum configuration validation. Integrates with engineering master and revision data, and links to vehicle and maintenance program information. Tracks serial identity, manufacturer, ownership, operational status, operational condition, and life-cycle state. Enables access control, maintenance planning, stress and wear tracking, and location management. Provides full audit trail for creation and changes, and supports structure change approvals and operational log recording information throughout the serial structure life-cycle.
SerialStructureTemplateBusinessObject	Business object for managing Serial Structure Templates in Fleet and Asset Management. Defines standard, reusable hierarchical part structures that serve as blueprints for building actual serial structures. Organizes engineering parts in parent-child relationships with configurable structure positions, catalog references, and minimum configuration requirements. Supports template-level and position-level alternates with interchangeability rules and approval workflows. Manages dependencies between structure positions with mandatory and recommended enforcement levels. Integrates with engineering master and revision data, part catalogs, and product function definitions. Tracks life-limited parts and regulatory compliance requirements including ETOPS, RVSM, and Lower Minimums Programs. Enables separate template configuration for complex assemblies, modification-based position introductions and removals, and function assignments to structure positions. Provides comprehensive audit trail through journal entries tracking all template modifications throughout the template life-cycle.
ServiceCampaignBusinessObject	ServiceCampaign represents a service campaign definition used to plan, control, and follow up structured service activities for a set of products, assets, or customers. It holds the core information about what the campaign is about, which items or models it targets, and when it is valid, as well as who owns it and which organization or service delivery unit is responsible. The entity also captures financial and operational settings such as currency, estimated cost, and whether notes or attachments should be copied to derived service objects.
ServiceInvoiceBusinessObject	Service Invoice represents the financial document generated for service-related transactions that should be invoiced to the customer. It includes details such as customer information, invoice grouping, pricing, currency, and approval status. This entity ensures accurate billing and reporting for service operations.
ShopOrderBusinessObject	Shop Order data for manufacturing, repair, prototype, disassembly, and remanufacturing. Includes: Shop Order details (order type, site, part, lot size, dates, scheduling direction, status), Shop Order Materials (component parts, quantities required/reserved/issued, scrap), Shop Order Operations (work centers, machine/labor time, crew size, operation status), and Produced Parts (main product, by-products, co-products, disassembly components). Use for questions about: shop order, shop order quantities, materials, reservations, operations, produced parts, order status, scheduling, demand pegging. Synonyms: Shop Order, SO, Work Order, Manufacturing Order, Production Order
SlaCommitmentBusinessObject	SLA Commitments define specific obligations within a Service Level Agreement (SLA). They capture all details necessary to monitor and enforce service performance standards, including when the commitment starts, what triggers it, how fulfillment is tracked, and what visibility rules apply for customers and contractors. These commitments ensure compliance with contractual agreements and operational targets, providing transparency and accountability across service delivery processes.
SlaTemplateBusinessObject	SLA Template defines the reusable set of Service Level Agreement (SLA) parameters, including validity periods, revision control, and descriptive metadata. It enables organizations to standardize and manage SLA definitions that can be associated with various service offerings, ensuring consistent performance expectations and compliance tracking.
SrvRequestBusinessObject	A service request is a formal record used to report a need for service or to address a fault related to an object, such as equipment or a system, that is associated with a customer
SrvRequestScopeBusinessObject	The service request scope outlines the specific objects, equipment, systems, or conditions covered when addressing a customer reported need for service or fault.
SubtaskBusinessObject	Business object for managing subtasks in Fleet and Asset Management. Represents the finest granularity of work breakdown in the task card hierarchy. A subtask defines a discrete, reusable maintenance activity associated with a specific part number and revision. Each subtask contains detailed work instructions, estimated labor duration, and function breakdown classification that identifies the targeted aircraft system or component area. Subtasks link to task card resources, material requirements, applicable aircraft zones, and sign-off requirements. Subtasks can be shared across multiple task cards through the instruction-subtask linkage. Subtask sequencing defines execution order dependencies when multiple subtasks are assigned to the same task card.
SupplierBusinessObject	This is the central repository for all essential information about each supplier. This ensures that procurement, finance, and other business processes have access to accurate and up-to-date supplier data.
TaskCardBusinessObject	A Task Card represents a structured, revision-controlled maintenance instruction for a specific engineering part revision in aviation and fleet asset management. It defines detailed work procedures, labor and equipment resource requirements, material needs, zone applicability with access panels, safety sign-off requirements, criticality assessments, condition monitoring parameters, and journal audit trails. Task cards are the fundamental building blocks of maintenance planning and execution, driving maintenance event codes, subtask relationships, and execution logic. Each task card follows a lifecycle from Preliminary through Active to Obsolete status.
TaxClearanceBusinessObject	Tax clearance analysis is used to analyze the vouchers of already reported and cleared tax transactions which is performed through New Tax Clearance Voucher
TaxCodeBusinessObject	Purpose: Used to define and manage tax-related configurations that apply to financial transactions such as invoicing, payments, and journal entries. Key attributes (Company, FeeCode). Usage Context: Applied automatically or manually during financial transactions. Once used in any transaction, the tax code becomes non-deletable. Access & Maintenance: Typically created and maintained by system administrators or users with equivalent authority.
TimeReportingBusinessObject	Manage employee time reporting and tracking of work hours across projects and activities as a Manager or Admin.
TimeReportingEmployeeBusinessObject	Manage employee time reporting and tracking of work hours across projects and activities as an Employee.
VoucherBusinessObject	This business object represents the general and control information associated with accounting vouchers which are not yet been posted, updated, or transferred to the General Ledger (GL). It includes key attributes such as Voucher Date, User Group, Voucher Type, Voucher Number, Accounting Year, Accounting Period, Entry Date, and Approved By User details. Vouchers may be initiated manually or generated automatically through integrated modules such as Supply Chain, Inventory, Manufacturing, Payments, Projects, and Invoicing. Synonyms: Journal Entry, Double Entry, Accounting Entry, Journal Adjustment, Accounting Adjustment Entry, Ad-Hoc Journal Entry, User-Created Voucher, Direct Ledger Entry, Journal Header, Voucher Header.
VoucherRowsBusinessObject	This business object represents individual line items within unposted vouchers that have not been transferred to the General Ledger. Each voucher row captures detailed financial posting information including Account, Code Part dimensions, Currency details, Debit/Credit amounts, Tax codes, and Transaction attributes. Voucher rows belong to unposted vouchers that may be manually created or automatically generated through integrated IFS Cloud modules such as Supply Chain, Inventory, Manufacturing, Payments, Projects, and Invoicing. All voucher rows are pending GL posting. Synonyms : Unposted Journal Lines, Pending Accounting Entries, Unposted Posting Transaction Lines, Pending Voucher Line Items, Unposted Journal Entries, Pending Accounting Lines, Unposted Voucher Lines, Pending Posting Lines, Unposted Voucher Line Records, Pending Voucher Row Records, Unposted Journal Entry Rows, Pending Voucher Transaction Records, Unposted Accounting Entry Rows.
WorkOrderBusinessObject	Business object for managing work orders, which are the central entities for maintenance, repair, or service jobs.
WorkTaskTemplateBusinessObject	A work task template serves as a template for preventive maintenance (PM) actions, by simplifying the creation of the PM action. The difference between a work task template and a PM action is that the work task template as a template is not connected to an object but to the categories. Also, a PM plan will not be generated on the work task template even though generation criteria can be defined on the work task template. Work task templates can be categorized according to the object's object type, object category, type designation, item class and part number. They can also be categorized as mobilization or demobilization jobs, to be used in a rental business process. The categorization helps to group similar work task templates together. Another way of grouping work task templates is to connect the work task template types. Examples of work task template types are: Overhaul, General Maintenance, Inspection, Assemble, etc. PM actions can be directly generated from a work task template. When a PM action is generated, all the information included in the work task template will be copied to the PM action. Consequently the information will be copied to the work order generated from the PM action. Work task templates can also be connected to the work orders and service contracts.

Prompts

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

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.

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