Manual for Vtiger AI / Artificial Intelligence

If you want to deactivate your license, please provide following steps:

• Go to your Installer, by a click on Notifications Icon and then on the button
  or via Main Menu – Settings – CRM Settings – Extensions – ITS4YouInstaller
• The following screen will appear (see below):

  

  You can deactivate license by click on the button

Note: The module will be deactivated but not uninstalled and license will be removed from the Activated Licenses tab.

The AI Assistant module stores the assistant configuration. The AI extension provides the conversation window and processes requests using the selected assistant.

1. An administrator creates an assistant for a specific CRM module.
2. The administrator defines its instructions, model, response language, and permitted data.
3. A user opens the relevant module or record and selects the assistant in AI.
4. The user sends a request and reviews the response or proposed action.

For example, a Customer Overview assistant can use permitted organization details and related records to summarize the customer relationship and suggest next steps.

Creating or activating an assistant does not start processing CRM data. Processing begins when a request is submitted through AI.

All assistants use the API key configured in the AI extension. You do not need to enter a separate API key for each assistant.

Before creating or using an assistant, make sure the following requirements are met:

• AI and AI Assistant are installed, enabled, and have the required active licenses.
• A working API key is configured in AI.
• The CRM server can connect to the AI service.
• The applicable module and any required related modules are active.
• You have permission to access the required modules, records, and fields.
• To configure assistants, you also need permission to view, create, or edit AI Assistant records.

Open AI Assistant from the CRM menu. Depending on your menu layout, it may appear under Tools.

If the module is not listed in your menu, you can open it by appending index.php?module=ITS4YouAIAssistant&view=List to your CRM installation’s base address. Your normal access permissions still apply.

Your administrator manages installation and licensing through ITS4YouInstaller and the extension settings.

The shared API key is configured in the AI window settings. If AI requests a key or cannot produce a response, contact your administrator before continuing.

These settings identify the assistant and control its availability in CRM.

Assistant Name

The name users see in the AI selector. Choose a short name that describes the purpose, such as Customer Overview or Opportunity Review.

AI Model Name

The model used for requests with this assistant. Available models come from the AI extension.

Applicable Module

The module the assistant serves. It determines the available source fields and where the assistant can be used.

Active

Controls whether the assistant is available for selection and use. Permissions and availability in the current AI feature still apply.

Default

Selects this assistant by default for new conversations in its applicable module.

Assigned To

The owner of the assistant’s CRM record. Access also follows standard CRM permissions.

Description

An explanation of the assistant’s purpose for people managing the configuration. This field is not sent to the AI model as an instruction.

Each applicable module can have one default assistant. Saving another assistant for the same module as default clears the previous assistant’s default flag. An assistant must also be active to be usable.

The default setting applies to new conversations. An existing conversation continues with its most recently used available assistant or standalone model.

Assistant Action defines a fallback action for requests that do not clearly specify another supported activity.

This setting does not restrict the assistant to a single activity. For example, an assistant configured for informational responses may prepare a supported record update for review when the user explicitly requests a change.

Use CRM permissions to control whether users can create or edit records.

Response Language determines the language of generated responses:

• Automatic: follows the latest request written by the user. If no user request is available yet, it uses the CRM user’s language.
• A fixed language: responses use the selected language, even when the user’s request is written in another language.

A fixed Response Language takes precedence over language instructions entered in Assistant Instructions or Output Style.

You can write the assistant configuration in your preferred language. Set the required response language using the dedicated field.

Allowed Fields defines which fields from the applicable module the assistant may use as source data.

To configure this selection, open an assistant for editing and find Allowed Fields in the Assistant Configuration section.

The example below shows fields from Organizations. Available fields and blocks depend on the assistant’s Applicable Module and your CRM configuration.

The numbers in the screenshot identify these controls:

The field labels displayed inside the selection area represent the currently selected fields.

Removing a field here only changes the assistant’s permitted source data. It does not delete the CRM field or its stored values.

Choosing fields for your assistant

1. Decide which information the assistant needs for its task.
2. Select the required fields individually or use By block for a larger selection.
3. Remove fields that are not relevant using the cross beside each field name.
4. Save the assistant.
5. Check the saved field groups in the assistant’s detail view.
6. Open a record in the applicable module and test the assistant in a new AI conversation.

Example: A Customer Overview assistant may need the organization name, industry, website, primary phone, and description. It may not need bank details or other information unrelated to its task.

The screenshot shows a broad selection to demonstrate the controls. It is not a recommendation to enable every field for every assistant.

Source fields and related fields

Allowed Fields covers data from the assistant’s Applicable Module. To include information from related Contacts, Opportunities, or Invoices, configure Related Modules and Related Fields separately.

If information is missing from a response

• Check that the required field is included in Allowed Fields.
• Check that the source record contains a value in that field.
• Check that the user has permission to access the field and record.
• For related information, check Related Modules and Related Fields.

Mentioning a field in Assistant Instructions does not make excluded data available.

In regular assistant chat, the configured data scope is used automatically without the separate field sharing confirmation shown for a standalone model. Select only the data needed for the assistant’s purpose.

After changing the selection, save the assistant and refresh the AI window. Start a new conversation to test the updated scope without information retained from an earlier conversation.

Related records allow an assistant to use information linked to the source record, in addition to the source fields selected in Allowed Fields.

For example, an assistant working with an Organization can use permitted information from its related Opportunities, Quotes, Sales Orders, and Invoices.

Open the assistant for editing and find the Related Modules section. Select the modules first, then choose the specific fields the assistant needs.

The numbers in the screenshot identify these controls:

Configuring related data

1. Select the required Related Modules.
2. Wait for the available Related Fields to refresh.
3. Select the specific fields needed from each module.
4. Remove unnecessary fields using the cross beside each field name.
5. Set the time window and individual record limit according to the assistant’s purpose.
6. Save the assistant and review its saved configuration.
7. Open a source record with known related records and test the assistant in a new AI conversation.

Selecting a related module alone is not enough. You must also select its specific fields. If no related module is selected, no related field options are available.

The labels in the selection area identify both the module and the field. This helps distinguish similar fields, such as Total or Status, from different modules.

Removing a module or field from this configuration does not delete CRM records, fields, or relationships. It changes the assistant’s configured data scope.

Understanding the example

The screenshot includes opportunity amounts, expected close dates, and sales stages, together with selected document totals and statuses.

With Related Records Days Back set to 60, ordinary related CRM records are included according to whether they were modified within the last 60 days. An older record can still qualify if it was modified during that period.

With Related Records Limit set to 100, the assistant can load up to 100 individual records from each selected related module, subject to permissions and other applicable conditions. This is not a combined limit of 100 across all four modules.

Date filters and older records

Days Back does not automatically filter by invoice due date, issue date, or opportunity closing date. To use one of those dates, select the relevant field and name it explicitly in your request.

Summarize related opportunities with an expected close date this month. Include their amounts and sales stages.

The configured time window still affects which related data is available. If you need an overview that includes older records regardless of their last modification time, leave Days Back blank.

This is particularly relevant for unpaid invoices. An older unpaid invoice may be excluded by a 60 day window if it has not been modified recently.

Counts and financial totals

The individual record limit is separate from aggregate calculations used for total counts and financial sums over permitted data. A short list of individual records should not be interpreted as the complete count of all related records.

Aggregate results still depend on permissions, selected fields, the time window, and request conditions. Increasing the record limit does not replace selecting the correct fields.

For final document amounts, select the field representing the grand total rather than relying on Sub Total. To analyze unpaid invoices, also include the relevant balance, due date, status, and currency fields where available.

The screenshot demonstrates the controls and an example selection. It does not include every field needed for every financial request.

If related information is missing

• Check that the required related module is selected.
• Check that its specific fields are included in Related Fields.
• Verify that the records are actually linked to the source record in CRM.
• Review Days Back and the individual record limit.
• Check the user’s access to the related records and fields.
• Review the conditions and date fields named in the request.

After changing the configuration, save the assistant and refresh the AI window. Start a new conversation to test the updated scope without information retained from an earlier conversation.

Assistant Instructions and Output Style work together to define the assistant’s behavior and how it presents its answers.

• Assistant Instructions: what the assistant should do, which information it should focus on, and how it should handle missing data.
• Output Style: how the response should be organized, how detailed it should be, and which tone it should use.

Open the assistant for editing and find the Assistant Instructions section.

The numbers in the screenshot identify these elements:

Writing effective instructions

1. State the assistant’s main task clearly.
2. Identify the information it should use and the topics it should prioritize.
3. Define important terms, such as whether unpaid invoices means their full document totals or their remaining outstanding balances.
4. Explain how to handle missing or incomplete information.
5. Describe the required response structure in Output Style.
6. Save the assistant and test it on a record with known data.

Use these fields for instructions that should apply repeatedly. Enter a specific question or a temporary reporting period in the AI conversation.

Understanding the screenshot example

The example asks the assistant to summarize opportunity amounts and prepare a financial section covering Quotes, Sales Orders, Invoices, and unpaid Invoices for the current Organization.

For clearer results, specify which amounts should be reported. For example, the full value of unpaid invoices is different from the remaining amount still owed on those invoices.

Report each document category separately. Adding opportunity, quote, sales order, and invoice amounts into one overall figure may count the same business more than once.

Suggested Assistant Instructions

The following is a more specific version of the financial overview instructions shown in the screenshot:

Prepare a financial overview of the current Organization using available and permitted CRM data.

Report these categories separately:
1. Total opportunity amount.
2. Total quote value.
3. Total sales order value.
4. Total invoice value.
5. Total outstanding invoice balance.

For document values, use the final document total rather than the subtotal.
For outstanding invoice balances, use the remaining balance rather than the full invoice value.

Do not add these categories together into a single overall total.
Show currencies explicitly and report different currencies separately.

Use only available and permitted data.
Do not invent missing amounts, payment statuses, or other facts.
Do not describe unavailable information as zero.
If required data is missing, explain what is missing.
Distinguish observed facts from recommendations.

Suggested Output Style

Provide a concise overview using these sections:
Summary
Financial Overview
Risks
Next Steps

Use a compact table for the financial figures.
Label each amount clearly and include its currency.
Use short bullet points for risks and recommendations.
Include no more than three practical next steps.
Clearly identify missing information and any limitations in the available data.
Use a professional, factual tone.

Match the instructions to the permitted data

Instructions do not make excluded fields or records available. Configure Allowed Fields, Related Modules, and Related Fields to support the requested task.

For the financial example, include the relevant opportunity amounts, final document totals, invoice balances, and currencies where available. Include status and date fields when the request uses those conditions.

Review Related Records Days Back as well. A time window based on recent modifications may exclude older unpaid invoices. Leave it blank when the intended overview requires available related records regardless of their last modification time.

The word all in an instruction does not override permissions, the configured data scope, or applicable filtering.

Response language

You can write your configuration in your preferred language. Use the dedicated Response Language setting to control the language of the response.

A fixed Response Language takes precedence over language instructions in Assistant Instructions or Output Style. With Automatic selected, the response follows the latest user request, or the CRM user’s language if no user request is available yet.

Save and test

1. Save the assistant configuration.
2. Open a suitable Organization record.
3. Refresh the AI window and start a new conversation.
4. Select the configured assistant.
5. Submit the request below and compare the response with CRM data.

Prepare a financial overview of this organization and suggest up to three next steps.

If the response structure needs improvement, adjust Output Style. If the assistant focuses on the wrong information, revise Assistant Instructions. If information is missing, check the permitted fields, related data settings, and user permissions.

Configuration changes do not rewrite previous responses. Use a new conversation when testing changes without earlier conversation context.

Use a configured assistant to ask questions about CRM records and receive responses based on its saved instructions and permitted data.

This example shows how to use an assistant named 360 Overview from an Organization record. The assistants available in your CRM depend on your installation, the current module, and your permissions.

Select the assistant and send a request

1. Open the Organization record you want to work with.
2. On the Summary tab, locate the AI Assistant panel shown in the example.
3. Open the selector below the request field.
4. Select 360 Overview from the AI Assistant group.
5. Enter your request in the message field.
   (Not needed its optional if assistant is already selected)
6. Check the selected assistant and click Send.

The selector separates configured assistants under AI Assistant from standalone models under AI Models. Select 360 Overview to use that assistant’s saved configuration.

Example request:

Prepare an overview of this organization. Summarize its opportunities, quotes, sales orders, and invoices, and suggest three practical next steps.

The assistant can use only the data available through its configuration and your CRM permissions. Asking for additional information does not automatically make excluded fields or related modules available.

Review the response and continue

Read the generated response in the conversation window. In this example, the response includes an opportunity summary, a financial block, and information about the organization’s current status.

The exact headings, figures, and level of detail depend on the assistant’s instructions, Output Style, your request, and the available CRM data.

Example requests to continue the conversation:

Summarize the main risks from this overview and suggest the three most useful next steps.

Show the remaining outstanding invoice balance separately from the full value of invoices that are not marked as Paid. Include the currency and explain if the required balance data is unavailable.

Understanding the financial example

In the screenshot, the assistant defines unpaid invoices as invoices whose Status is not Paid. The displayed Unpaid Total is based on that definition.

This should not automatically be interpreted as the remaining amount owed. A partially paid invoice can have a remaining balance that differs from its full document total.

If you need the outstanding balance, request it explicitly and make sure the assistant has access to the relevant balance and currency fields. Also distinguish Total from Sub Total when reviewing document amounts.

How the assistant uses context

• The assistant applies its saved instructions, output style, model, and response language.
• It automatically uses its configured source and related data scope in regular chat, without the separate field sharing confirmation used with a standalone model.
• User permissions continue to apply.
• Related data can also be affected by the configured time window, record limits, and request conditions.

Default selection and new conversations

A new conversation may automatically select the module’s default assistant. An existing conversation keeps its most recently used available assistant or model.

Check the selected assistant before sending another request. Start a new conversation for an unrelated task or when testing configuration changes without earlier conversation context.

If 360 Overview is not available

Confirm that an assistant with this name has been configured for the current module. Ask your administrator to check its Active status, Applicable Module, permissions, and the required extension activation and licensing.

Generating an overview does not change CRM records. If a later request proposes creating or updating a record, review the proposed action before confirming it.

Coming soon.

Use AI to prepare emails and create, improve, or translate CRM comments. Review the generated text before sending an email or posting a comment.

Preparing an email

The example shows an email draft created with Invoice Payment Email Assistant. Available assistants depend on your configuration, the current module, and your permissions.

1. Open the CRM record relevant to your email.
2. Open AI and select an appropriate assistant, such as Invoice Payment Email Assistant.
3. Describe the email you need and submit your request.
4. Review the generated Subject and Body.
5. If changes are needed, enter another request in the Reply field and select Reply.

Example request:

Draft a polite email asking the customer to review this invoice and arrange payment if it is still outstanding. Use a professional, friendly tone.

The numbers in the email screenshot identify these elements:

The email actions appear under Conversation tools, in the Actions area of the Prepare email card.

Example revision request:

Make the email shorter and use a softer tone. Keep the request to arrange payment only if the invoice is still outstanding.

Sending the email

1. Select Send Email on the prepared email action.
2. Review the draft in the email composer.
3. Check the recipients, subject, body, and any required attachments.
4. Complete sending in the email window.

The email composer is opened through ITS4YouEmails, which must be available and configured for sending.

Generating a draft does not send an email. Selecting Send Email on the AI action opens the composer so you can review and complete the sending process.

In supported email editors, AI options may also be available directly for drafting or revising text.

Working with comments

Open a CRM record and find its Comments section. The AI menu beside the Post button provides actions for preparing and editing comment text.

1. Enter a short instruction or draft in the comment field.
2. Open the AI menu using the icon beside Post.
3. Select Generate comment, Improve comment, or Translate comment, depending on your task.
4. Review the generated result and use the available action to place it in the comment field if required.
5. Check the final text in the comment field.
6. Select Post when the comment is ready to be saved.

The numbers in the comments screenshot identify these elements:

Choosing a comment action

• Generate comment: use a short instruction and the available record context to prepare a new comment.
• Improve comment: use existing comment text as a starting point and review the revised wording before posting.
• Translate comment: translate the current text into another language using the available translation flow.

The screenshot shows this example instruction:

Comment that this invoice has been paid.

Use this instruction only after confirming the payment in CRM. Review the generated wording before posting it.

Posting a comment about payment does not itself register a payment or change the invoice’s payment status.

Availability and data access

The comments screenshot shows built-in AI actions. It does not show a named assistant selector. Available actions and assistants can differ between chat, email, and comment features.

Email and comment tools use their own data flows. Do not assume that the regular chat field sharing confirmation appears in these features. CRM permissions continue to apply.

If a required action is unavailable, ask your administrator to check the relevant modules, licensing, configuration, and permissions.

Generating text alone does not send an email or publish a comment. Complete the relevant sending or posting action after reviewing the result.

Manage existing assistants in the AI Assistant module. Open an assistant record to review its saved configuration, change its settings, or temporarily disable it.

The example shows Invoice Payment Email Assistant configured for the Invoice module. It is active, but it is not the module’s default assistant.

The numbers in the screenshot identify these elements:

Reviewing the saved configuration

The Basic Information block identifies the assistant, its applicable module, selected model, owner, and Active and Default settings.

The Assistant Configuration block shows the permitted source fields and other saved settings.

In this example, the selected invoice fields include Subject, Invoice No, Contact Name, Due Date, Total, Organization Name, Status, Assigned To, Balance, and Description.

These selections define the source data available to the assistant, subject to user permissions. They do not mean that every field must appear in every generated response.

Editing an assistant

1. Open the AI Assistant module.
2. Select the assistant you want to update.
3. Click Edit.
4. Change the required settings, such as the model, response language, allowed fields, related data, instructions, or output style.
5. Save the record.
6. Review the saved configuration in the assistant’s detail view.
7. Refresh the AI window and submit a new test request with the correct assistant selected.

Applicable Module cannot be changed through normal editing after creation. To configure an assistant for another module, create a new assistant record.

Changing the default assistant

1. Open the required assistant and click Edit.
2. Enable Default.
3. Make sure Active is also enabled.
4. Save the assistant.
5. Start a new conversation in the applicable module to check the default selection.

Each applicable module can have one default assistant. Saving another assistant for the same module as default clears the previous assistant’s default flag.

This change does not replace the selection in an existing conversation. Existing conversations retain their most recently used available assistant or standalone model.

Temporarily disabling an assistant

1. Open the assistant record and click Edit.
2. Turn off Active.
3. Save the record.

The assistant becomes unavailable for new use. To make it available again, edit the record, enable Active, and save.

If an open conversation used an assistant that is now unavailable, AI may display a warning and fall back to a standalone model. Check the current selection before sending another request.

Testing configuration changes

Use a known CRM record to verify the updated behavior. For Invoice Payment Email Assistant, open an invoice and submit a request such as:

Draft a polite email about this invoice. Use the available invoice status and balance, and do not assume that payment is outstanding if the data does not confirm it.

Check that the response uses the intended language, follows the instructions, and reflects the available CRM data.

If you changed the permitted fields or related data, start a new conversation to test without information retained from earlier requests.

Configuration changes do not rewrite previous responses or remove context already included in an existing conversation.

Preparing assistants for your team

• Use a clear name so users can recognize the assistant’s purpose.
• Select only the source and related fields needed for its task.
• Verify the model, response language, instructions, and output style.
• Test typical requests on records whose data you can check.
• Test with an account whose permissions match the intended users.
• Review any predefined assistants before making them part of your team’s workflow.

Managing assistant records requires the appropriate CRM permissions. If you cannot edit the configuration, contact your administrator.

Assistant configuration and CRM permissions determine which information is available when processing requests.

• CRM permissions still apply.
  An assistant does not grant access to records or fields that the user is not permitted to access.
• Configuration defines the permitted context.
  An external AI service processes the request and the available context needed to answer it.
• Regular assistant chat uses the configured data scope automatically.
  It does not request the separate dynamic field sharing confirmation used with a standalone model.
• Instructions do not grant access.
  Asking the assistant to use an excluded field does not make that field available.
• Assistant Action is not a permission setting.
  Use CRM permissions to control record creation and editing.
• Results depend on available data.
  Missing values, relationships, selected fields, time windows, record limits, and request conditions can affect answers.
• Existing conversations retain earlier context.
  Changing the configuration does not remove information already included in the conversation.
• Generated content requires review.
  Compare important statements with CRM data and check proposed changes before confirming them.

Before making an assistant available to users, verify both its configuration and its behavior with the permissions those users actually have.

If an assistant does not behave as expected, check the relevant settings below before contacting support.

The assistant is missing from the selector

Check Active, Applicable Module, user permissions, AI Assistant activation, licensing, and availability in the current AI feature. Refresh the AI window.

The default assistant is not selected

The default applies to new conversations. Existing conversations keep their previous available assistant or model. Start a new conversation or select the required assistant manually.

Applicable Module cannot be changed

This field is fixed after creation. Create a new assistant for the required module.

The response uses the wrong language

Check Response Language. A fixed language overrides the request language and language instructions in Assistant Instructions or Output Style.

Source record information is missing

Check Allowed Fields, the currently open record, its actual field values, and the user’s permissions.

Related records are missing

Check Related Modules, specific Related Fields, existing CRM relationships, Related Records Days Back, and user permissions.

Older unpaid invoices are missing

The time window may exclude invoices that have not been modified recently. Consider leaving Related Records Days Back blank and check the permitted balance and status fields.

A list contains fewer records than expected

Check Related Records Limit, the time window, and request conditions. Ask for an aggregate count or sum when you need a total rather than individual record details.

Document items are unavailable

Check the LineItems related group and selected line item fields. Document header fields are selected separately.

Changed instructions appear to have no effect

Save the configuration, refresh AI, verify the selected assistant, and submit a new request. Start a new conversation to test without previous context.

An open conversation reports an unavailable assistant

The assistant may have been disabled or deleted. Check the current selection and choose an available assistant or model before continuing.

No assistant produces a response

Ask your administrator to check the shared API key, server connection, model availability, AI service limits, and licensing.

When contacting support, include the CRM module, assistant name, steps to reproduce the issue, and the exact error message. Do not include the API key.

Currently in Development.

You have also option to remove the module via Installer window by accessing the Settings – Uninstall window:

• Go to your Installer, by a click on Notifications Icon and then on the button ,
  or via Main Menu – Settings – CRM Settings – Extensions – ITS4YouInstaller
• Find the module you need to uninstall in the Modules tab
• Via pick list button choose the Uninstall option, you will be redirected to the Uninstall window.
• Click on button

• Confirm uninstall with button

Now, the module has been removed from your Vtiger and your license has been deactivated. To use this module again, you need to provide installation and validation steps (see Installation chapter).