# Worki

:::info Add-on
This feature is only available if your Workist plan includes it (**Worki**). Your Workist contact can enable it for you.
:::

Worki is the AI assistant in the Workbench. You write a question or a task in plain language. Worki looks up the data it needs, answers and takes care of tasks such as creating an order or generating an Excel file.

Worki only accesses the channels of your teams, with their documents and master data. For **Admins**, that is every channel of the company.

## Who can use Worki

A user can use Worki when all three conditions are met:

1. Your plan includes Worki.
2. The user has the **Chat user** or **Admin** role. The **Member**, **Manager** and **IT** roles do not include Worki. If needed, assign **Chat user** in addition, see [Users, roles & teams](/en/docs/administration/users-and-roles.md).
3. No Admin has switched Worki off for the company, see [Switch Worki on or off for the company](#worki-ein-ausschalten).

If a condition is not met, the **Worki** navigation entry shows a notice instead of the chat. If an Admin switched Worki off, the notice says so (**Worki is deactivated**); your conversations are kept.

Users who only have the **Chat user** role see nothing in the Workbench but Worki and their own settings.

## Open Worki

Click **Worki** at the bottom of the left navigation. Your conversations are on the left, the current conversation with the input field in the middle.

Use the plus icon in the input field to attach files and, before the first message, to choose a [project](#projects). In a conversation with a project, you can also switch individual tools off there (**Tools**).

## What Worki can do

Which tools Worki has depends on what is set up in your account.

| Area | Examples | Requires |
| --- | --- | --- |
| Documents in Workist | "Which orders currently need my assistance?" · Read a document in full by its case ID · Show the original document · Discard a document or move it to another channel | Your teams' channels |
| Creating documents | Create an order, RFQ, order confirmation, invoice or delivery note from a message, email or file · Create one document per document when a file contains several · Submit an uploaded file, an email from your inbox or the original of an existing document unchanged as a new document | A channel of that document type that you can see. If you see several, Worki asks which one. |
| Analytics | Number and value of processed documents · Automation rate · Top customers · Month-by-month comparison · Reasons for assistance · Charts | Finished documents in your channels |
| Master data | Find the article number for a description · Search a customer and its customer number · Open offers · Open orders | Master data configured in your channels |
| Email | Search the inbox by sender or subject · Send a reply or save it as a draft · Mark an email as read | Your own connected Personal [Smart Inbox](/en/docs/smart-inbox.md) |
| Live ERP data | Price, availability, delivery date and shipment tracking · With microtech büro+, also read, create, change and convert documents and maintain customers, addresses and contact persons · With [Sage 100](/en/docs/data-exchange/connectors/sage-100.md#erp-features-of-the-agents), also open quotes and documents, order status, read and create documents, convert quotes into orders and create customers | A project of an [inbox agent](/en/docs/agents/inbox-agents.md) with an ERP connection, see [Projects](#projects) |
| Creating files | Excel sheet, Word document or PDF, for example from an analysis | – |
| Memory | "Remember that I mainly work in the channel Orders South." Worki remembers up to 50 such notes per user. | – |

Documents Worki creates go through the channel's normal processing, like a document received by email.

## Confirming actions

Before Worki changes anything, it shows a card with all details of the action. Worki only carries it out once you confirm. This applies to:

- creating documents and submitting files as documents,
- discarding documents or moving them to another channel,
- sending emails or marking them as read (the card shows whether the email is sent right away or saved as a draft),
- changes made directly in the ERP.

## Attaching files

Drag files into the input field or attach them with the plus icon. Worki reads:

- PDF, CSV and emails (.eml),
- Excel (.xlsx, .xls),
- images (PNG, JPEG, GIF, WebP).

A file can be at most 5 MB.

## Examples

The example library (**Examples**) holds ready-made prompts, sorted by topic such as cases and documents, analytics, file creation, data, email and live ERP data. Replace the placeholders in square brackets with your values. Examples that need a mailbox or an ERP are marked accordingly.

## Managing conversations

- **Search and pin:** The conversation list is searchable. Pinned conversations stay at the top.
- **Change a message:** Edit one of your messages and send it again (**Edit & resend**). Worki answers again from that point.
- **Feedback:** Rate a conversation as helpful or not helpful.
- **Share:** You share a whole conversation or a single question and answer. Recipients are people or teams from your own teams who can use Worki. They get a read-only snapshot; later messages are not included. You can add a note. Recipients can continue the snapshot in a conversation of their own. You can revoke access at any time.

## Projects

A project bundles instructions and knowledge for conversations on one topic, for example "Inside sales". Every conversation you hold in a project uses its instructions and knowledge files. A project never widens data access: every member still sees only the documents and analytics they may see without the project.

A project has three sections:

| Section | Content |
| --- | --- |
| Basics | Name and description. The description appears on the project card and in the project picker. |
| Knowledge | Instructions telling Worki how to answer in this project, plus knowledge files, web pages and the SharePoint connection, see below. |
| Sharing | Only me, everyone in a team, or specific people. You can only choose your own teams and their members (Admins: all teams). The company's default team is not offered. |

Knowledge in a project:

- **Knowledge files:** .c, .cpp, .cs, .css, .csv, .doc, .docx, .go, .html, .java, .js, .json, .md, .pdf, .php, .pptx, .py, .rb, .sh, .tex, .ts, .txt. Every member may add files and delete their own.
- **Web pages:** up to 10 addresses starting with `https://`, for example product catalogues or data sheets on your website. Workist refreshes the content every few hours.
- **SharePoint connection:** folders and files from Microsoft SharePoint, for example price lists or technical documentation. Synced files appear in the file list. Only users who may also configure agents or integrations (**Manager**, **IT**, **Admin**) set up the connection in a project; everyone else sees what is synced.

The project owner or an Admin changes name, instructions and sharing. Deleting a project also removes its knowledge files; conversations that used it continue without it.

To use a project, choose it with the plus icon in the input field before the first message. A running conversation cannot be moved to another project.

### Connecting SharePoint

A user with the **IT** or **Admin** role creates the SharePoint connection once for the company:

1. Open **Settings** › **Integrations** › **Microsoft SharePoint**.
2. Click **Connect SharePoint**, enter an **Integration Name** and click **Connect with Microsoft**.
3. Sign in with your Microsoft account.

Then, in the project, choose the **SharePoint connection**, the **Site**, the **Document library** and the folders or files Worki should know.

### Inbox agent projects

Every [inbox agent](/en/docs/agents/inbox-agents.md) has its own project. Worki marks it with the agent's name, and it is read-only there; you set it up on the agent. In a conversation in this project, Worki also uses the agent's ERP connection.

## Schedules

With a schedule, Worki runs a prompt regularly, for example an analysis of the previous week every Monday.

1. Hover over one of your messages and click the clock icon. Alternatively, create a new schedule in the scheduled section of the conversation list.
2. Enter a name and check the prompt.
3. Choose the frequency: daily at a time, weekly on a weekday, hourly, or every X minutes (at least every 5 minutes). Times are in your company's time zone.
4. Choose the tools for this schedule (**Tools for this run**).

The result appears in the conversation. Each user can have up to 10 active schedules.

:::warning No confirmation
A scheduled run does not ask for confirmation. Worki runs the tools you select for the schedule directly, including those that need a confirmation in the chat, such as sending an email.
:::

If a run fails, the conversation shows the error; the schedule stays active. If your usage limit is reached or Worki is switched off, the run is skipped.

## Automations

An automation lets an [inbox agent](/en/docs/agents/inbox-agents.md) handle emails from specific senders instead of processing them normally. Worki users who may also configure agents can create automations (**Admin**, or **Manager** with the additional **Chat user** role). At least one active inbox agent must exist. Open the automations with the lightning icon in the conversation list (**Automations**).

For each automation you set:

| Setting | Meaning |
| --- | --- |
| Name | Free text. |
| Agent | The inbox agent that carries out the instruction (only if there are several). |
| Trigger | Incoming email. |
| Channel | The channel the automation watches. You can choose the channels you see. |
| Sender | One or more email addresses or domains. An exact address match takes precedence over a domain. |
| Instruction | What the agent should do with the email (**Do this**). |
| Active | Switch the automation off to pause it without deleting it. |

:::warning Normal processing is skipped
When an email from one of the senders arrives in the watched channel, Workist does not process it as a document. Workist discards the document and hands the email to the inbox agent, which carries out your instruction without asking. The result appears in the inbox agent's history.
:::

## Usage limit

Each user has a monthly budget for Worki. The conversation list shows how much of it is used, in percent (**Worki usage this month**).

- At 100 %, Worki answers no new messages and your schedules do not run. From the first day of the next month, Worki is available again. Your conversations are kept.
- A single conversation also has a limit. Once it is reached, start a new conversation.

## AI notice

Worki generates answers with AI. That is why the input field shows the note that the answers are AI generated and can contain mistakes. Check figures and details before you pass them on.

## Switch Worki on or off for the company {#worki-ein-ausschalten}

Worki is switched on for the company as soon as your plan includes it. An **Admin** can switch Worki off for all users:

1. Open **Settings** › **Agents** in the company section.
2. Switch **Worki is enabled for your organization** off or on.
3. Click **Save**.

While Worki is switched off, nobody in the company can use Worki, and schedules do not run. Conversations are kept and are available again once Worki is switched back on.