AI Assistant (Add Folder Context)

What This AI Assistant Actually Is
 

This AI Assistant is a smart configuration helper that appears only inside the Add Folder / Folder Details context.
 

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

Instead, it acts like a senior system admin sitting next to you, who listens to how you describe a folder — and then prepares the entire folder setup for you.
 

Think of it as:
 

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

That is 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 ordering rules

• SMTP selection

• company mapping

• automation rules

• statuses

• tabs

• dashboard fields

• visible / hidden fields

• tags

• sharing rules
   

Normally, a user must:
 

• understand every option,

• know where it lives,

• and fill everything manually.
   

This AI Assistant removes that burden.

It lets the user think in business terms, not system terms.
 

Where It Appears (Context Is Everything)
 

This assistant appears only when you are already working on:
 

• Add Folder

• Folder Details

• Folder Configuration
   

It opens from the Android icon near the Help icon in the settings header.
 

This placement is intentional:
 

• It prevents misuse

• It ensures the AI knows exactly what it is configuring

• It avoids accidental actions elsewhere in the system
   

What the User Experiences
 

When the user opens it, they see:
 

• A clean modal titled “AI Assistant”

• One simple textarea:
   

  “Enter your question or prompt…”

• One SUBMIT button

That’s it.
 

No chat history
No customer list
No distractions
 

The design says:
 

“Describe the folder you want.”

What the User Can Say (Examples)
 

The user can write things like:
 

• “Create a folder for Sales Leads, ordered 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 dashboard, hide address”
   

There is no strict format.

Natural language is expected.
 

What Happens After Clicking SUBMIT
 

Behind the scenes, a very controlled process runs:
 

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

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

3. The AI is instructed to:
    

   • choose only valid IDs

   • return a single, clean JSON

   • follow the folder schema exactly
      

4. The backend does NOT save anything

   • It only translates AI output into form-ready values
      

5. The frontend:
    

   • closes the modal

   • fills the Add Folder form

   • refreshes dropdowns

   • shows a success message
      

At this point, nothing is saved yet.
 

The Most Important Design Decision (Safety)
 

This is critical:
 

The AI Assistant never creates the folder automatically.

The user must still:
 

• review the filled form

• adjust anything they want

• click the normal Save / Add Folder button
   

This guarantees:
 

• 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
✔ Reducing setup time
✔ Preventing misconfiguration
✔ Helping non-technical users
 

What This Assistant Is NOT Responsible For
 

✖ Creating folders in the database
✖ Running workflows
✖ Creating customers or missions
✖ Acting outside folder settings
✖ Chatting or holding conversations
 

That separation is intentional and correct.
 

How This Fits With Other AI Features
 

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

• User-table AI Assistant → customer/mission resolution

• This AI Assistant → folder configuration only
   

Each AI has:
 

• a single responsibility

• a controlled scope

• zero overlap
   

That’s why the system stays safe and predictable.
 

One-Paragraph Executive Description
 

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