The AI Assistant is a feature within Assure that can be enabled for the Hazard Spotting and Incident Record modules. Once enabled, the AI Assistant provides users with contextually relevant, AI-generated suggestions at the point of need within a specific record, helping users make informed decisions about their next steps. Administrators control who can create and manage AI Prompts (the configured instructions that generate AI responses) and who can view the AI Assistant panel within module records, ensuring appropriate access at all times. The AI Assistant leverages OpenAI Enterprise. When enabling the AI Assistant, Evotix provides the organisation with an AI Authorisation Key. OpenAI ensures that data remains private and isolated and is used exclusively for the organisation's benefit. OpenAI Enterprise is SOC2 compliant and employs robust encryption for data security.
To enable the AI Assistant, contact your Customer Success Manager or raise a ticket via Evotix Support.
Prerequisites
Before the AI Assistant can be used, the following conditions must be met:
- AI Assistant must be enabled on your account. The AI Assistant is not active by default. Contact your Customer Success Manager or Customer Development Manager to have it enabled.
- An AI Authorisation Key must be issued. When enabling the AI Assistant, Evotix provides the organisation with an AI Authorisation Key.
- Users who will manage AI Prompts must have the Manage AI Prompts permission. This is configured within Supervisor Privileges and allows users to create, edit, and delete AI Prompts.
- Users who will view the AI Assistant must have the View AI Assistant permission. This permission must be enabled within a Role that covers both Incident Record and Hazard Spotting, as the AI Assistant is only available in those two modules.
- At least one AI Prompt must be configured and set as the current prompt. Default prompts are available to use out of the box. The AI Prompt Manager table displays which prompt is the current prompt in use.
Check out a quick video here
Managing AI Prompts
Granting the Manage AI Prompts Permission
Once the AI Assistant is enabled, administrators can grant users the ability to manage AI Prompts. This is configured through a new permission within Supervisor Privileges called Manage AI Prompts. This permission allows users to create, edit, and delete AI Prompts.
The Manage AI Prompts permission has three available options:
- Deny - the user cannot access AI Prompt management.
- Allow - the user can create, edit, and delete AI Prompts.
- Inherit - the user inherits the setting from a parent role or group.
Note: AI Prompts must be written in a structured and deliberate way to ensure the information generated is useful and well formatted. Guidance on writing effective prompts is available from a wide range of publicly available online resources.
Accessing the AI Prompt Manager
Once the permission is granted, the AI Prompt Manager is accessible from the Settings menu, under System Configuration. The AI Prompt Manager is where all AI Prompts for the organisation are created and maintained.
Navigation path: Settings > System Configuration > AI Prompt Manager
In the settings menu, you will see an option called AI Prompt Manager:
Working with AI Prompts
Default Prompts
Default prompts are available for use. The AI Prompt Manager table displays which prompt is the current prompt in use and which is the default prompt. The default prompt cannot be edited. If a user wants to use the default prompt with modifications, a copy of the default prompt can be made and then edited.
Cog Wheel Options
A number of options are available via the cog wheel menu on each prompt. These options do not appear for the default prompt. If a prompt is not currently the active prompt, the cog wheel menu provides the option to make it the current prompt in use.
Creating a New AI Prompt
1. In the AI Prompt Manager, select the + New button.
2. Select the module the prompt will apply to (for example, Hazard Spotting or Incident Record).
3. Once the module is selected, the Add fields into the prompt option is populated with the available fields from that module. These module fields can be inserted into the prompt text when constructing the prompt.
4. When the prompt is used within a record to generate a response, the data held in the corresponding fields at the time of generation is used to construct the final prompt sent to the AI.
Example - Hazard Spotting Prompt
Using Hazard Spotting as an example, the fields Type of Hazard and Hazard Details can be added to the prompt. When the AI Assistant generates a response, the value selected in the Type of Hazard field and the text entered in the Hazard Details field are inserted into the prompt automatically.
For instance, if a record contains:
- Type of Hazard: Fire Hazard
- Hazard Details: Build up of combustible materials in the main stairwell, also blocking the fire exit doors
The constructed prompt sent to the AI would read:
"A hazard was recorded for a Fire Hazard where Build up of combustible materials in the main stairwell, also blocking the fire exit doors. Provide feedback in sections with the headings listed below: Suggested resolution of the hazard. Suggested actions to implement to stop the hazard occurring again. Potential likelihood of harm from the hazard. Potential severity of resulting injuries."
Using the AI Assistant in Hazard Spotting and Incident Record
Granting the View AI Assistant Permission
Administrators control which users can view the AI Assistant and generate a response from it. There is a role-level permission called View AI Assistant, which grants users access to the AI Assistant feature within the supported modules.
The View AI Assistant permission has three available options:
- Deny - the user cannot see the AI Assistant section.
- Allow - the user can view the AI Assistant and generate responses.
- Inherit - the user inherits the setting from a parent role or group.
Because the AI Assistant is only available in Incident Record and Hazard Spotting, the View AI Assistant permission must be enabled within a Role that covers both Incident Record and Hazard Spotting.
Generating a Response
Once the View AI Assistant permission is enabled, users see a new AI Assistant section within an Incident Record or Hazard Spotting record. The section displays the following notice: "Please note this section contains content generated by AI. Responses may not always be accurate or complete. Please review and verify the information before making any decisions based on it."
To generate a response:
1. Open an Incident Record or Hazard Spotting record.
2. Navigate to the AI Assistant section within the record.
3. Select Generate Response.
4. An AI-generated suggestion is returned in the Response area, structured according to the headings defined in the active prompt.
Saving and Viewing Response History
If the record is saved after generating a response, the response is retained and a history of all generated responses becomes available.
Important: The record must be saved each time a response is generated in order for the response to be retained. Selecting the History button displays all responses previously generated for that record, listed chronologically with timestamps.
Customising the AI Assistant Section
Administrators can change the name of the AI Assistant section as it appears within the module record, change the caption for the Response field, and add custom guidance text to the section. Please refer to this knowledge base article for more information on how to manage captions.
Data Privacy and Security
The AI Assistant leverages OpenAI Enterprise. When enabling the AI Assistant, Evotix provides the organisation with an AI Authorisation Key. OpenAI ensures that data remains private and isolated and is used exclusively for the organisation's benefit. OpenAI Enterprise is SOC2 compliant and employs robust encryption for data security. Click here to read more about OpenAI's data privacy.
AI Metadata
- Product Area: AI Assistant, AI Prompt Manager
- User Role: System Administrator, Supervisor (with Manage AI Prompts Supervisor Privilege), End User (with View AI Assistant Role permission)
- Tags: AI Assistant, AI Prompt Manager, AI Prompts, Hazard Spotting, Incident Record, Supervisor Privileges, Roles, OpenAI Enterprise, Generate Response, Suggestion History, AI Authorisation Key
- Version/Region: All versions; all regions
- Important Synonyms: AI Suggestion Assistant, AI-generated suggestion, AI response, prompt, current prompt
- Suggested Embedding Keywords: enable AI Assistant Assure, manage AI prompts, AI Prompt Manager settings, create AI prompt, generate response hazard spotting, generate response incident record, view AI assistant permission, OpenAI Enterprise Assure, AI authorisation key, suggestion history, supervisor privileges AI, role permission AI assistant
- Relevant Modules and Cross-Module Implications: This article spans the Hazard Spotting and Incident Record modules within Assure. AI Prompts are configured globally via Settings and scoped per module at the point of creation. The View AI Assistant permission must be assigned within a Role that covers both Hazard Spotting and Incident Record. The AI Prompt Manager sits within System Configuration in Settings and has no dependency on any other module. Responses generated and saved within a record are stored against that specific module record.