Manual for Vtiger AI / Artificial Intelligence

Vtiger AI Extension Documentation

This manual provides practical instructions for using the Vtiger AI Extension in your CRM.
It explains how AI Chat, AI Assistant, and AI Agent help users interact with CRM data,
prepare content, update records, and automate selected CRM processes.

The documentation is focused on setup, usage, permissions, and examples.
For the full product overview, benefits, and commercial information, please visit the main Vtiger AI Extension page.

Main features of Vtiger AI Extension:

• Summarize CRM records
• Generate emails and replies
• Analyze sales pipeline
• Suggest next actions
• Prepare meeting insights
• Find relevant CRM data
• Create and update CRM data
• Automate repetitive tasks
• Generate and save activities
• Manage leads and opportunities
• Automate follow ups
• Execute multi step workflows

License Activation

After purchasing a license, you need to validate it through the Installer.

If you do not have the Installer installed yet, please follow the instructions in the Installer Installation section first.

Then follow next steps to validate license key:

In the Installer, click the   button and enter your license key and confirm via Validate button.

After successful activation, the AI Extension will appear in the list of available extensions.

All our modules are using Installer to manage licenses. Please check our Installer pages for more information.

You can access the License settings like its shown below:
(there can be more options from the pick-list, depends on the module)

After accessing the License window you can see screen bellow with following information:

• Module name, Your Vtiger domain URL
• Description, if license is activate or not:
  – your license is currently active,
  – your license is not active and you need active it via Installer.
  – the Installer FREE extension is missing on your CRM.

To activate or manage license, click on the button.

To reactivate a license after deactivation, you need to follow the same process as you activated it first time:

1. Click on the   button and enter your license key.
   
2. Confirm with button.

When the license was activated you can see module available in the List of Modules below.

There are currently two options how to install extension:

• (Recommended) Using our Free extension Installer
  (Please visit the Installer page for more info)
• Manually installation using a .zip file
  (You still need to have Installer in order to activate license)

The Installer is required for the proper operation and license validation of our extensions.
After purchasing a license, you can find the Installer in your order email or download it from your My Account portal.

If you are an existing customer and already have the Installer installed, you only need to activate your license.
After that, Vtiger AI will appear in the list of available extensions for installation.

⚠️ Uninstalling Vtiger AI Extension will remove all saved Settings!

Make sure you have Installer installed, you can download Installer via My Acount Dashboard after purchasing License Key, or it will be send to your Email.

To install extension, click the   button next to the AI Extension and confirm the installation process. During the installation, and also during future updates, the Changelog may be displayed so you can review the latest changes before continuing.

After the license is successfully activated and the AI Extension is installed, you can continue with the next step in the documentation: AI Model API Key Configuration.

There is also a way to install / update the extension manually in some scenarios:

• Manual installation or update of the extension can be requested if you contact our support because you are facing some issues with extension.
• Standard way of installation and update is using our Installer. In some rare cases we can send you .zip file to update the extension manually.

Installation can be done via Module Manager by clicking on the button and selecting the .zip file.

AI API Key Activation

After successful license validation, the AI icon will be added to the top panel of your Vtiger CRM. Click this icon to open the Vtiger AI Extension window.

As the first step, you need to add your API key.

Note: Currently, only an OpenAI API key is supported.
You can create and manage your API key in the OpenAI Platform. The OpenAI API uses API keys for authentication, and the key should be kept private and not shared publicly.

Note: Make sure that your OpenAI API key is active and has available usage credit. Without a valid API key, the Vtiger AI Extension cannot communicate with the AI model.

When the AI window shows the message No API key found. Please add it in Settings., it means that no API key has been saved yet.

To add your API key:

1. Click the Settings icon in the AI window  
2. Paste your OpenAI API key into the Enter your API Key field.
3. Click Save.
   
4. After saving the key, you can start using the AI Extension.

Vtiger AI Chat is the basic AI level designed for users who need quick help with CRM data and everyday CRM work. It allows users to ask simple questions, search for relevant information, prepare text, summarize records, and get support directly inside Vtiger CRM.

AI Chat is useful for sales teams, support users, managers, and administrators who want to work faster without manually searching through multiple CRM modules.

Main purpose

AI Chat helps users understand and use CRM data more efficiently. It is focused on assistance, searching, writing, and summarizing information.

Typical use cases

• Show the last 10 invoices
• Show unpaid invoices
• Show invoices due this week
• Show invoices for a specific account
• Summarize a customer record
• Draft a comment for a ticket
• Compose an email reply
• Find relevant CRM information
• Prepare a short summary before contacting a customer
• Ask simple questions about CRM records

Limitations

AI Chat is designed as a safe, read focused assistant. It can help users find, understand, and prepare information, but it does not automatically change CRM data.

This means that AI Chat can assist with searching, summaries, and text generation, but actions such as creating tasks, updating records, or saving data directly into CRM are available only in higher AI levels, such as AI Assistant or AI Agent.

AI Chat works as a conversational assistant inside Vtiger CRM. The user enters a question or selects a predefined prompt, and AI Chat processes the request based on available CRM data and the user permissions.

Basic workflow:

• Open the AI Chat window from the AI icon in the top panel
• Type your question or select one of the predefined prompts
• AI Chat reads the available CRM context based on your access rights
• The answer is displayed directly in the chat window
• You can continue the conversation or refine your question

Important: AI Chat is focused on reading, searching, summarizing, and text preparation. It does not automatically create, update, or delete CRM records.

Prompts are short instructions or questions that users enter into the AI Chat window. They help AI understand what information the user wants to find, summarize, or prepare.

Prompts can be used in two ways:

1/ Manual prompt input

Users can type their own question directly into the AI Chat window.

2/ Preconfigured prompts

Users can select one of the predefined prompts from the prompt list. These prompts are grouped by common CRM areas such as Business, Tickets, Leads, Customers, and Opportunities.

AI prompts can be used from the AI window anywhere in CRM. They can also be used while working with specific CRM records, where AI can use the current record context to provide more relevant answers.

Example prompts

Below are examples of useful prompts that can help users work faster with CRM data:

• Show unpaid invoices
• Show invoices due this week
• Show quotes created this month
• Show open tickets
• Show unresolved tickets
• Show leads assigned to me
• Show accounts created this month
• Show opportunities over €10,000
• Show deals expected to close this month
• Show deals in the Negotiation stage

These prompts are only examples. Users can adjust them based on their own CRM data, modules, filters, and daily work needs.

For example, instead of using a predefined prompt such as Show unpaid invoices, the user can type a more specific request such as:

Show unpaid invoices for account ABC Company

or

Show open opportunities assigned to me that are expected to close this month.

AI can also be used directly inside CRM records, including the record detail view and Summary View.

In this context, the AI window is simplified and focused on quick work with the currently opened record. It contains a prompt input area where the user can type a question or instruction, and basic actions such as Copy and Paste.

Next to the Comments section, there is also an AI icon. Clicking this icon opens the main AI window directly from the record, so the user can work with AI while staying in the current CRM context.

This allows users to generate useful text based on the current record without leaving the record page.

Example use case

In the example below, the user opened an Organization record and entered a prompt asking AI to generate a comment.

AI generated the comment based on the request. The user then copied the generated text and inserted it into the comment field using Paste.

After the text is inserted, the user only needs to review it and confirm it by clicking Post.

Typical examples

• Generate a customer comment
• Prepare a follow up note
• Summarize the current record
• Draft an internal update
• Create text for a support reply
• Prepare a short sales note
• Rewrite or improve existing text before saving it

Important note

AI in records helps users prepare content faster, but the final action is still controlled by the user. The generated text is not saved automatically. The user can review, edit, paste, and confirm the content manually.

AI Chat is designed as a safe, read only AI assistant for working with CRM data. It can help users search, understand, summarize, and prepare text, but it does not create, update, delete, or send any CRM data automatically.

AI Chat only works with data that the current CRM user is allowed to access. If a user does not have permission to view a record, module, or field in Vtiger CRM, AI Chat cannot use that information in its response.

Main security principles

• AI Chat respects CRM user permissions
• Users can only access data they are allowed to see
• AI Chat is read only
• It does not create new CRM records
• It does not update existing CRM records
• It does not delete CRM records
• It does not send emails or messages automatically
• It does not perform actions in CRM without the user
• Write actions are available only in AI Assistant or AI Agent, depending on configuration and permissions

What AI Chat can do

AI Chat can read available CRM context and provide answers based on the user request. It can summarize records, help find information, prepare draft text, suggest wording, or explain CRM data in a simple way.

For example, AI Chat can help answer questions such as:

• Which invoices are unpaid?
• What is the summary of this customer?
• What opportunities are open for this account?
• Can you prepare a draft reply for this customer?
• What are the most important notes from this record?

What AI Chat cannot do

AI Chat cannot directly change CRM data. It will not save a new task, update an opportunity, modify an invoice, create a ticket, send an email, or trigger a workflow.

This makes AI Chat suitable for users who need AI support while keeping full control over CRM data. Any prepared text or suggested output must be reviewed and used by the user manually.

Vtiger AI Settings can be accessed via the list view in the Installer list of Extensions.

 

In the Settings, you can find:

• Module Requirements – check if the all Requirements are met for your module (like Custom links, Event handlers, etc..,)
• License settings – see if a license is currently active
• Upgrade – updates extension if needed
• Uninstall – remove extension from your CRM

The upgrade of the module is initiated via our Installer or manually.

Updating via Installer (recommended):

• open the Installer in the CRM
• in the Modules tab find your installed module and you should see the button available
• If the new version is available, you will be notified via Installer Notifications icon

Updating manually:

Updating module manually is sometimes required when our support team sends you .zip package, if you are having some issues or there is any update or customization available.

Otherwise, we always recommend to use update via Installer.

Update can be done via Module Manager by clicking on the button and selecting the .zip file.

If you need to remove the module from your Vtiger you have two options:

• Uninstall via Installer.
• Manually via going to module Settings and choose Uninstall option.

⚠️ Uninstalling Vtiger AI Plugin will remove all saved Settings!

There is also available option to remove Extension from your Vtiger manually.
To uninstall please provide following steps:

1. Go to the Installer and find AI Assistant extension in list view, via button Settings select Uninstall.

   

2. Click on  button.
   

   

   Confirm uninstall with  button.

Now, Extension is removed from your Vtiger and your license is deactivated.
To use Vtiger AI Extension again, you need to provide installation and validation steps again.