Admin assistant

The admin assistant is an AI assistant built into the admin settings. Ask it how something is set up (“which workflows use this script?”) or ask for a change in plain words (“make Contract value required and searchable”). It reads the current configuration, prepares the change, and shows exactly what it will do. Nothing is saved until you approve it — unless both the environment and you have chosen to let that kind of change apply on its own. The admin pages stay as they are. The assistant is another way in, and every change it makes goes through the same checks as the same change made on the page. It works in these areas:

• Users and access — users, user groups, group rights and permissions
• Document types — document types and type groups, document actions, document access rights
• Keywords — keyword types and groups, keyword assignments, autofill sets and bindings, cascading and external datasets, conditional rules, calculated keyword rules, security keywords
• Caseflow — applications, classes, attributes, data sets, bulk edit, Caseflow settings and Caseflow templates
• Form templates
• Workflows — workflow definitions and workflow variables
• Scripts — scripts and their versions, script variables and event hook bindings
• System searches — searches and search folders
• Retention — policies, exclusions, legal holds, approval batches and quarantine
• Reporting — data sources, dashboards, categories and allowed sources
• AI settings — extraction profiles, model selection, auto-indexing, chat settings and rate limits
• General settings, Navigation and Banners

Some operations in these areas are deliberately left to the admin pages — see What stays in the admin pages.

​

Prerequisites

• AI features are available in your environment.
• The assistant is switched on for the environment. It is off until someone switches it on — see Switch the assistant on.
• Your user group holds Use AI Admin Assistant, under AI Administration on the Permissions screen. AI Administration includes it.
• For each change, you hold the permission the matching admin page requires. The assistant permission lets you use the assistant; it does not let you change anything you could not change yourself.

If the assistant is switched on but does not appear, Settings → AI Admin Assistant → Settings says what is still missing.

​

Switch the assistant on

​

Decide what the assistant may do

What the assistant may do here lists every change the assistant can make, grouped by area. Each one has one of three levels: Use the search to find an operation, or set a whole area at once with the selector beside its name. Each change is saved as you make it and recorded in the audit trail. If someone else saved the settings after you opened the page, the page reloads and asks you to try again. Out of the box nothing is off. These changes start at Always ask:

• anything that deletes or removes configuration, including resetting an AI settings section
• changes to who can see or do what: everything under users and access, the access rights of document types and Caseflow classes, and allowing or removing a reporting source
• security keyword changes
• every retention change
• binding a script to an event, which makes new code run
• creating a keyword type, a Caseflow class or a Caseflow attribute, each of which creates storage in the database

Everything else starts at Auto-apply allowed. When you allow auto-apply for one of the operations above, the page says in plain words what that allows to happen without anyone approving it.

​

Changes that count as two operations

Some changes are also the change another operation makes, and are held to both operations’ levels:

• Save script version for a script that already has a version is also Edit script source.
• Save workflow draft, and New workflow draft for a workflow that already exists, are also Edit workflow definition.
• Create document type with access rights is also Set document type access rights.
• Create system search with user groups is also Set search user groups.
• Create search folder with user groups is also Set folder user groups.
• Edit document type that deactivates the type is also Deactivate document type.
• Edit retention policy that enables the policy is also Enable retention policy.
• Unlock user and Enable user make the same change, so each is also the other.

Such a change is refused if either operation is Off, and applies without asking only when both allow auto-apply and you have switched both on. A change the assistant flags with a warning — a search that can never find anything, for example — always waits for your approval, whatever the levels and your own choices allow. The warning is in the card’s details.

​

Choose your own auto-apply

Personal lists start empty, so until you choose otherwise, every change the assistant proposes waits for you. To let some changes apply without asking, open Assistant rules — in the assistant panel, or on the Approvals page. Apply without asking lists the operations by area:

• Switch on single operations, or use All in this area.
• An operation the environment keeps at Always ask shows Always asks here and cannot be switched on.
• An operation the environment has switched Off is not listed.

You can also tick Always apply ”…” without asking when you approve a single card. That adds the operation to the same list. The option is shown only where the environment allows auto-apply. Your choices are your own: they never apply a change for anyone else. They also apply when you use the configuration tools over AI assistant access. If the environment later moves an operation back to Always ask, it asks again; your choice is kept and applies again if auto-apply is allowed later.

​

Work with the assistant

Use Stop to end an answer while it is running. Changes the assistant has already proposed stay waiting for your decision.

​

What every change goes through

• Your permissions. The assistant can only propose what you could do on the page yourself, and an approval is checked against your permissions again when you give it.
• The same validation as the page. A change the page would refuse never reaches you as a card; the assistant is told why instead.
• No overwriting. If someone else changed the same item after the assistant read it, the change is refused as out of date instead of overwriting their work. Ask the assistant to prepare it again on the current version.
• The audit trail. Every change is recorded in the configuration audit log as AI on behalf of the person who asked for it, and admin pages that show a change history show it that way.
• No secrets. Script and workflow secret values are never shown to the assistant. Script and workflow variables are shown with their values, so keep credentials in secrets.

​

Undo a change

There is no hidden rollback. To undo a change, ask the assistant to undo it. It reads the configuration audit log for the values before the change and proposes a new change that puts them back, which you approve like any other. The original change and its undo both stay in the audit trail.

​

Conversation history

Use New conversation to start over and Conversation history to reopen an earlier conversation. You see only your own conversations. Conversations follow the Chat history settings under AI settings: when chat history is off, conversations are not kept, and when it is on, a conversation is deleted once it has been idle longer than the retention period. A conversation that never got a message is removed after seven days. See AI agents and shared settings. Deleting a conversation deletes its transcript. The changes it proposed, and the audit trail, are kept. A change that is over — applied, rejected, cancelled, expired or interrupted — is removed once it is older than the same Chat history retention period; a change still waiting is kept until it is decided or expires. The configuration audit log stays the lasting record of what was applied. In a long conversation, the assistant reads your first request and the most recent part of the conversation, leaving out the oldest steps in between. When even that no longer fits, it says the conversation is too long; start a new conversation to go on.

​

What stays in the admin pages

Some operations are not available to the assistant at all. Ask for one and the assistant tells you it cannot do it; use the admin page instead. These admin pages have no assistant operations at all: Mass value editing, Document Maintenance, Folder views, Interaction rules, Configuration promotion, the mailbox importer, and Caseflow Legacy sync. An operation set to Off for your environment is unavailable in the same way. Some changes are refused everywhere, not only for the assistant: nobody can disable their own account or remove it from a group, on the page or through the assistant. See Users and groups. The assistant creates a user without a password, and so does an AI assistant over AI assistant access: the account gets a random password that nobody sees. To let the person sign in with a password, set one with Reset password on the Users screen.

​

Where to read next