Plan: Not Available: Intermediate, Pro Available: Elite
Users: Not Available: All users Available:FYI Admins or User Group Permissions
Practice Management Source: Not Available: APS, Iris, MYOB AE & AO, CCH, MYOB Practice Management (formerly GreatSoft) Available: FYI or Xero Practice Manager
The AI Prompt step integrates AI-generated responses into your process automations. The AI Prompt can use the selected documents and merge fields as context, to return an AI response for use in subsequent automation steps. Use cases include:
- Draft Emails: Automatically generate an email draft based on context and merge fields.
- Summarise Meetings and Phone Calls: Include meeting or call notes into the automation filter, and using AI prompt and get a concise meeting summary plus next-steps.
- Create Tasks: Use AI to generate tasks and create them in FYI automatically from your prompt instruction.
- Reply to Emails: Automatically draft intelligent replies to incoming emails according to your content and prompt instructions.
This feature is currently in beta. Learn more about beta registrations.
AI Prompt Step
When creating a Custom Process, to add an AI Prompt step:
- Click Add Step.
- Click FYI AI application and select AI Prompt from the list of functions.
- The AI Prompt Step will open.
Tip: Click and drag the horizontal separator line to decrease the height of the prompt section.
AI Prompt Step Details
Action
| Field | Details |
| Document |
Select the document that the AI Prompt will read:
Important Note: The AI Prompt can process Emails, PDFS, File Notes, Meeting Records, Phone Calls, Spreadsheet and Word Documents. If the document is a scan or image, AI prompt accuracy may be reduced. |
| Prompt |
Displays a read-only preview of the AI prompt. Select the Merge Field icon or click into the Prompt preview to open the AI Prompt Editor window to view or edit the prompt. Note: A maximum of 30 lines will display in the Prompt Preview. |
| Output Merge Fields |
Displays the defined Merge Fields from the AI response. These fields capture specific details of the AI's response and can then be used as merge fields in subsequent automation steps. Click on Output Merge Field to open the AI Prompt Editor to edit the Output Merge Fields. |
AI Prompt Editor
The AI Prompt Editor allows users to define the prompt.
Note: The fields Select a Template, Improve and Preview are still in development and can be disregarded.
| Field | Details |
| Prompt |
Enter the instruction that clearly explains the request, context and structure to guide the required response. Refer to Including Merge Fields in Automations. |
| Merge Fields |
Expand the tabs on the right to view the list of available Merge Fields. Click the Merge Field you wish to add to your prompt. Refer to Including Merge Fields in Automations. |
| Web Search |
Disabled by Default. When enabled, this allows the AI prompt to use web-based information to support generating a response. This can be used where external context is appropriate. Tip: Use a subsequent automation step, for example a task, to review the generated web search response, to ensure the output is accurate. Refer to Using FYI AI Web Search. |
| Output Merge Fields |
Define the Output Merge Field specific to the AI response. This will store the AI's response so it can be used in later steps. Each Output Merge Field has a type that controls where the field can be used in later automation steps. The three types to select are: Text, Number or Date. Additional instructions specific to each Output Merge Field can be entered. Refer to Using Output Merge Field Prompts below. Note: The Response merge field can be used in subsequent automation steps, as an output of the AI response. |
Using Output Merge Field Prompts
Output Merge Fields allow specific values generated by the AI Prompt step to be stored separately from the overall AI prompt response, so they can be used as merge fields in later automation steps.
The Response merge field is mandatory and cannot be changed. This field returns the general AI Prompt response. Additional Output Merge Fields can be added when specific structured values are required.
Each Output Merge Field can be defined by Text, Number, or Date field. The selected type determines where the field can be used in later steps. For example, a Number output can be used in number fields in FYI.
Instructions can also be added to individual Output Merge Fields to help AI return the required value in the correct format. For example, if the main prompt asks AI to review an email, an Output Merge Field called Draft Email Required could include instructions explaining what to return if the email requires a response.
To create a new Output Merge Field:
- From the AI Prompt Editor, define the new Output Merge Field. For example, Draft Email Required.
- Select from the Merge Field Type.
- Click the drop-down arrow to open the Merge Field Prompt field.
- Add additional instructions for the selected Output Merge Field prompt field.
Tip: Click and drag the horizontal separator line to decrease the height of the prompt and display additional Output Merge Fields.