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AI Office & Intelligence Hub

The AI Office is the conversational intelligence core of ebosAi Hub. It provides a unified AI Assistant powered by Google Gemini (gemini-2.0-flash), an AI Agent configuration interface, and a RAG (Retrieval-Augmented Generation) Knowledge Base — all designed to give every team member intelligent, context-aware business support.

Sidebar → AI Office

The AI Office module has three main areas, each accessible from the sidebar or the Quick Start Dashboard:

Area Route Description
AI Assistant /ai-office Main chat interface for querying business data
Agent Configuration /ai-office/agents Configure AI agent behavior and access levels
Knowledge Base /ai-office/knowledge-base Manage uploaded documents for RAG context

[!IMPORTANT] The AI Office module is subscription-gated. If it is not included in your plan, the sidebar link and Quick Start card will display a lock icon and trigger an upgrade prompt when clicked.

🤖 AI Assistant (Unified Business Intelligence)

Navigate to Sidebar → AI Office to open the AI Assistant — a conversational interface backed by the Google Gemini 2.0 Flash model.

What You Can Ask

The AI Assistant has access to your live ERP data and can answer: - Financial Analysis: "Who are my top 5 customers this month?" or "What is my total of pending supplier invoices?" - Operations Support: "Is there any stock for Product X in the Dubai warehouse?" - CRM Intelligence: "Give me a summary of my latest leads from the pipeline" - Policy Inquiries: If your company has uploaded manuals to the Knowledge Base, ask "What is our company policy on employee offboarding?"

Key Features

  • New Chat: Start a fresh session with the "New Chat" button in the top right.
  • Session Continuity: The AI remembers the context of your current conversation. Ask follow-up questions like "And what about last month?"
  • Document Upload: Use the paperclip icon in the input bar to upload a PDF, DOCX, TXT, or Excel file directly into the chat — this immediately adds the document to your Knowledge Base.
  • Audit ID: Every conversation has a unique session ID displayed in the footer for compliance tracing.
  • Module Locking: If a query requires a module not in your plan, the AI response will include a clear upgrade prompt.

Access

Available to: admin, manager, salesman, accountant, storekeeper

⚙️ Agent Configuration

Navigate to Sidebar → AI Office → Agents (/ai-office/agents) to manage your AI agent profiles.

Each agent has: - Display Name & Emoji Icon: Customize how the agent appears in your system. - Description: A short summary of the agent's purpose. - Custom System Prompt: Override the default agent behavior with your own instructions. Leave blank to use the system default. - Access Level: Pre-configured security tiers (Public, Customer, Vendor, Internal, Confidential, Restricted). These cannot be changed to protect security boundaries. - Enable/Disable Toggle: Instantly activate or deactivate an agent without deleting it.

[!NOTE] Access level classifications are system-managed for security reasons. You can personalize agent names, descriptions, and prompts, but cannot escalate access levels.

Access

Available to: admin, manager only

📚 AI Knowledge Base (RAG)

Navigate to Sidebar → AI Office → Knowledge Base (/ai-office/knowledge-base) to manage the documents your AI learns from.

How to Upload Documents

  1. Go to AI Office → Knowledge Base.
  2. Click the "Upload Document" button in the top right.
  3. Select a file from your computer. Supported formats:
  4. PDF — Reports, contracts, and manuals
  5. DOCX — Word documents and SOPs
  6. XLSX / XLS — Spreadsheets and price lists
  7. CSV — Structured data exports
  8. TXT / MD — Plain text and markdown notes
  9. The system will automatically begin indexing the file.

[!IMPORTANT] Maximum file size is 20 MB. Scanned image PDFs (flat, non-searchable) are not supported — documents must contain selectable text.

Document Status Lifecycle

Once uploaded, a document moves through the following states:

Status Meaning
Uploaded File saved to secure storage; indexing pending.
Indexing The AI is actively reading and vectorizing the document (shown with amber pulse badge).
Ready Fully indexed; the AI will use this document in future conversations.
Error Processing failed (e.g., unsupported format or corrupted file).

Managing Your Documents

  • Preview: Click the "Preview" button on any document card to view the text extracted by the AI (the "neural context").
  • Retry Indexing: If a document shows an Uploaded or Error status, a retry (↺) button appears to re-queue it for indexing.
  • Delete: Permanently removes the document and all its vector embeddings from the Knowledge Base.
  • Search: The document list can be searched by name from the header.

Privacy & Isolation

Your Knowledge Base is strictly isolated to your company tenant. No document or extracted content is ever shared with other companies using the platform. All files are stored with encryption.

⚠️ Important AI Disclaimer

[!CAUTION] PLEASE READ CAREFULLY BEFORE USING THE AI ASSISTANT 1. AI "Hallucinations": Like all large language models, the AI may occasionally generate responses that are inaccurate, incomplete, or misleading. 2. NO Professional Advice: The AI is a data processing tool, NOT a professional accountant, tax advisor, or legal counsel. 3. Verification Required: Users are solely responsible for verifying the accuracy of any data, summaries, or insights before taking business action or filing regulatory reports. 4. Human Oversight: Always use the AI as a supplementary tool alongside standard ERP reports and human review.

Next Steps: Visit the Communication Hub to see how the AI's conversation history is monitored and audited.