Artificial Intelligence Assistant (Adding folder context)

What exactly is this AI assistant
 

This AI assistant is a smart configuration assistant that appears exclusively within the context of adding a folder / folder details.
 

It is not a chatbot
It is not a task assistant
It does not automatically create data
 

Instead, it acts like a senior system administrator sitting next to you, listening to how you describe a folder — and then prepares all the folder settings for you.
 

Think of it as:
 

“I will describe the folder in my own words — you will translate that into correct system settings.”

And that's exactly what this assistant does.
 

Why this AI assistant exists
 

Creating a folder in Biz1 is powerful, but complex.
 

A folder can include:
 

• Names in multiple languages

• Customer field labels

• Customer order rules

• SMTP selection

• Company mapping

• Automation rules

• Statuses

• Tabs

• Dashboard fields

• Visible / hidden fields

• Tags

• Sharing rules
   

Typically, a user must:
 

• Understand each option,

• Know where it is located,

• And fill everything manually.
   

This AI assistant removes that burden.

It allows the user to think in business terms, not system terms.
 

Where it appears (context is everything)
 

This assistant appears only when you are already working on:
 

• Adding a folder

• Folder details

• Folder settings
   

It opens from the Android icon next to the help icon in the settings header.
 

This location is intentional:
 

• It prevents misuse

• It ensures the AI knows exactly what it is configuring

• It prevents accidental actions elsewhere in the system
   

What the user experiences
 

When the user opens it, they see:
 

• A clean modal window named “AI Assistant”

• One simple text box:
   

  “Enter your question or prompt...”

• One Send button

And that's all.
 

No chat history
No customer list
No distractions
 

The design says:
 

“Describe your desired folder.”

What the user can say (examples)
 

The user can write things such as:
 

• “Create a folder for sales leads, sorted by last activity, shared with John and Maya”

• “I want a support folder with custom statuses and email automation”

• “Create a folder for invoices, show phone and email on the dashboard, hide address”
   

There is no strict format.

Natural language is expected.
 

What happens after clicking "Send"
 

Behind the scenes, a very controlled process takes place:
 

1. The system collects all valid options from your organization
   (Companies, SMTPs, fields, statuses, tabs, users, tags, automations)
    

2. Your text is merged with these options into a structured AI prompt
    

3. The AI is instructed to:
    

   • Select only valid identifiers

   • Return a single, clean JSON

   • Adhere to the folder schema exactly
      

4. The Backend saves nothing

   • It only translates the AI output into values ready for the form
      

5. The Frontend:
    

   • Closes the modal window

   • Fills the Add Folder form

   • Refreshes the dropdown lists

   • Displays a success message
      

At this stage, nothing has been saved yet.
 

The most important design decision (safety)
 

This is critical:
 

The AI assistant never automatically creates the folder.

The user must still:
 

• Review the completed form

• Change anything they wish

• Click the regular Save / Add Folder button
   

This ensures:
 

• No silent configuration changes

• No accidental automation

• Full human approval
   

What this assistant is responsible for
 

✔ Translating human intent into system configuration
✔ Pre-filling complex folder settings
✔ Shortening setup time
✔ Preventing misconfiguration
✔ Assisting non-technical users
 

What this assistant is NOT responsible for
 

✖ Creating folders in the database
✖ Triggering Workflows
✖ Creating customers or tasks
✖ Operating outside of folder settings
✖ Chatting or managing conversations
 

This separation is intentional and correct.
 

How this integrates with other AI features
 

• Biz1 Agent → Operational actions (tasks, search, reminders)

• User-table AI Assistant → Customer/task resolution

• This AI assistant → Folder configuration only
   

Each AI has:
 

• A single responsibility

• A controlled scope

• Zero overlap
   

This is why the system remains safe and predictable.
 

Executive Summary in One Paragraph
 

The AI assistant in the context of adding a folder is a controlled configuration generator that converts a natural language folder description into a pre-filled folder details form. It does not automatically save data, does not perform actions outside of folder configuration, and exists solely to reduce complexity, speed up configuration, and ensure accuracy before the user manually confirms creation.