Watch: AI Assistant guide
A focused tour of the AI Assistant in Process Manager: the four contexts, voice input, suggestions, and applying changes.
What it's for
The Draft Assistant helps you get a procedure out of your head (or out of pasted notes) and into a structured draft. It drafts phases, steps, input types, options, and the process overview — you stay the editor.
- Open it from the Process list to create or copy a process, or from inside a draft to build it out.
- Everything it changes arrives as a proposal you approve in the panel. Nothing is saved until you click Apply.
- Conversations are saved across sessions, so you can pick a draft back up days later. New chat starts a fresh thread.
- The starter prompts you see are chosen for your role and for whatever you have open, so they're always relevant next steps.
Writing a good prompt
Specific prompts produce drafts you can publish; vague ones produce drafts you have to rewrite.
- Weak: “Make me an onboarding process.” No audience, no phases, no idea what evidence you collect.
- Better: “Build a client onboarding process for a paid-ads agency, in four phases: kickoff, access collection, tracking setup, first campaign review. Access collection should capture ad account, analytics, and CMS access as yes/no steps with a notes field. Put a Service Manager approval gate before the first campaign goes live.”
- Name the input types you want (short text, checkbox group, yes/no, approval gate) and where the gates belong.
- Paste real material — an SOP doc, a call transcript, a checklist — and ask it to structure that rather than invent from scratch.
- Ask for review passes: “Review this draft and tell me what's missing before I publish.”
What it can and can't do
- From the Process list — create a new process from a description or pasted notes, copy an existing process into a new one, list your processes, or walk you through a flow (create, build, import CSV, publish, assign).
- Inside an open draft — add, rename, reorder and remove phases; add and rewrite steps with the right input type and options; fill in the process overview (goal, audience, prerequisites, estimated time, notes); review the draft and tell you what's missing.
- On a published version — read it, and create a new editable draft copied from it. It cannot change a published version in place.
- Never — publish, approve, or archive a version, touch clients or agent progress, or change users, roles, and billing. The server rejects those requests even if the assistant is asked for them. Publishing is always a human click.
Credits and cost control
- Every reply ends with a small receipt: input and output tokens, the weighted total, and the credits that reply used.
- Replies cost roughly 5× what your prompt text costs, so a long generated answer is the expensive part — not your question.
- Cheapest habits: ask for one phase at a time instead of “rewrite everything”, paste source material rather than asking it to guess, and start a New chat when you change topic so old context isn't re-sent.
- Credits are shared agency-wide. Admins can see per-person usage for any month on the Billing page — see the Billing & credits guide for allowances and rollover.
Debug mode
- The Debug toggle at the top of the panel shows full error detail and the raw tool call behind each proposal.
- Turn it on, reproduce the problem, then include what you see when you contact support — it's the fastest route to a fix.