AI Assistant · Daily operations · 7 min read

Create records with a confirmation card

Ask the assistant to prepare a customer, quotation, purchase order or CRM lead, check the card, and confirm, edit or cancel it.

Before you begin

• You need ai.use and ai.act, and the permission of the thing you are creating. For a customer that is partner.manage; for a quotation or purchase order, document.draft; for a lead, crm.manage.
• Write actions enabled must be on in AI Assistant > Settings > General. Otherwise: 'Write actions are switched off in AI Settings.'
• Without ai.act, the assistant answers 'Your role may use the assistant but not ask it to make changes.' and shows no card.

Steps

1. In a chat, ask for the change. Examples: 'Create a customer named Test Gulf Retail with email test@example.com', 'Create a quotation for Test Gulf Retail with 5 x Laptop, 2 x Mouse', 'Create a purchase order to Test Supplier with 4 x Laptop', 'Create a lead for Test Co, expected value 25,000'.
2. Read the confirmation card. It shows a title, a risk chip, the fields, and for documents the lines (Product, Qty, Price, Untaxed). The status chip reads Waiting for you.
3. Check the details. On a high-risk card, tick I have reviewed the details.
4. Select Confirm & Create to save the record.
5. To change the proposal, select Edit. This puts 'Change the proposal: ' in the composer. Finish the sentence, for example 'make it 6 x Laptop', and send. You get a new card.
6. To drop a proposal, select Cancel.

What happens next

• After you confirm, the card shows Done with the number or code, and an Open link to the record. The activity log records the tool, the record and who confirmed.
• Documents are created as drafts. Nothing is posted and no stock moves.
• Cancel leaves the card Cancelled; nothing is created.
• Editing creates a new card. The old card stays waiting, so cancel it.

Worked example. You ask for a quotation for 5 x Laptop at 3,500 and 2 x Mouse at 45. The card shows 5 x 3,500.00 = 17,500.00 and 2 x 45.00 = 90.00, estimated untaxed AED 17,590.00. After confirming, a draft quotation is created with total AED 18,469.50 including 5% VAT. If you ask 'make it 6 x Laptop', the new card shows 6 x 3,500 + 90 = AED 21,090.00 untaxed. You can also override a price: '3 x Laptop at 3,200' gives 9,600.00.

Good to know

• Only you can confirm your own proposals. Someone else gets 'Only the person who asked for this can confirm it.'
• A proposal expires after 24 hours: 'This proposal expired. Ask again for a fresh one.'
• Your permissions are checked again at the moment you confirm. If an administrator removed one, the card shows Failed with 'You no longer have permission for this action.'
• Double clicks are safe. Confirming twice creates one record.
• Duplicates are caught early: 'Test Gulf Retail already exists as <code>.' appears instead of a card, with a prompt to open the existing record.
• A quotation or purchase order needs lines. Without them the assistant asks 'Which products and quantities should the quotation have?' A quantity of zero is refused: 'The quantity for Laptop must be more than zero.'
• A lead update is refused if someone changed the lead after the proposal (revision check).
• Cancelling is not restricted to the requester, so any user with ai.use who knows the proposal id can cancel it.
• A tool that an administrator switched off after the proposal can still be confirmed, because confirmation re-checks permissions and not the tool list.
• Live voice never confirms for you. It tells you a card is on screen.
• The agent setting Confirmation level Strict is stored, but the card looks the same as Standard today. The approval policies Manager approval and Dual approval are also stored only; your own click executes the action.