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AI Advisor User Guide ​

AI Advisor is an optional feature that provides AI-powered assistance for your pages and database rows. It can generate summaries, extract action items, suggest property values, and create comprehensive analysis reports with charts and recommendations.

Table of Contents ​

  1. Getting Started
  2. Enabling AI Advisor
  3. Using AI on Databases
  4. Using AI on Pages
  5. Using AI on Database Rows
  6. Property Suggestions
  7. Privacy & Security
  8. Rate Limits
  9. Troubleshooting

Getting Started ​

AI Advisor is an opt-in feature that must be enabled by a workspace admin before it can be used. Once enabled, authorized users can access AI features from pages, databases, and database rows.

First-Time Use ​

The first time you use an AI feature, you'll see a disclosure explaining how your data is handled. Please read this carefully and acknowledge it to proceed.

Enabling AI Advisor ​

This section is for workspace administrators.

To Enable AI Advisor: ​

  1. Go to Settings → AI Advisor
  2. Toggle Enable AI Advisor to on
  3. Select which AI provider to use (OpenAI or Anthropic)
  4. Choose which roles can access AI features (Owner, Admin, Member)
  5. Confirm the no-training policy acknowledgment
  6. Click Save Changes

Access Control Options ​

  • Allowed Roles: Select which team roles can use AI features
  • Owner: Always has access (cannot be disabled)
  • Admin: Administrative users
  • Member: Standard team members

Using AI on Databases ​

The Database AI Advisor provides powerful analysis tools to help you understand your data and get actionable recommendations.

Opening the AI Panel ​

From any database page:

  1. Click the Actions button in the database toolbar
  2. Select AI Advisor from the dropdown menu

The AI Advisor panel opens on the right side of your screen. You can resize this panel by dragging the left edge.

Full Analysis uses a guided conversation to understand your needs, then generates a comprehensive report with charts and recommendations.

How It Works ​

  1. Start the Analysis: Click Start Analysis to begin
  2. Answer Questions: The AI will ask 2-3 quick questions about:
    • What you're using this database for
    • What insights you're looking for
    • Any specific concerns or goals
  3. Choose Quick Replies or Type Your Own: Select from suggested options or type a custom response
  4. Generate Report: After gathering context, the AI automatically generates your personalized report

The Analysis Report ​

Your report includes:

  • Executive Summary: A concise overview of key findings
  • Key Metrics: Important statistics displayed as metric cards with trend indicators
  • Charts: Visual representations of your data (bar charts, pie charts, progress indicators)
  • Recommendations: Prioritized suggestions for improving your database, categorized by:
    • Data Quality
    • Workflow
    • Structure
    • Automation
  • Data Quality Issues: Identified problems with severity levels and fix suggestions
  • Improvement Roadmap: A timeline of recommended actions

Exporting Reports ​

Click Export PDF in the report viewer to download your analysis as a PDF document.

Quick Insights ​

For a faster, text-based analysis without charts:

  1. Switch to the Quick Insights tab
  2. Click Generate Quick Insights
  3. Review the text-based analysis

Quick Insights is best for a rapid overview when you don't need detailed visualizations.

Resizing the Panel ​

Drag the left edge of the AI Advisor panel to make it wider or narrower. Your preferred width is saved automatically.

Using AI on Pages ​

Opening the AI Panel ​

From any page, click the AI Advisor button in the page toolbar to open the AI panel.

Available Actions ​

Generate Summary ​

Click Summarize to generate a concise summary of the page content. The AI will analyze your page and provide:

  • A 2-4 sentence summary
  • Key points highlighted

Extract Action Items ​

Click Action Items to extract tasks and to-dos from your content. The AI will identify:

  • Actionable tasks mentioned in the content
  • Priority levels (high, medium, low)
  • Due dates if mentioned
  • Assigned people if mentioned

Sentiment Analysis ​

Get an analysis of the overall tone and sentiment of your page content.

Inserting Content ​

After generating content, you can:

  1. Copy to Clipboard: Click the copy icon to copy the text
  2. Insert into Page: Click the plus (+) icon to insert the content into your page

Note: AI-generated content is always a draft until you choose to insert it. No changes are made automatically.

Using AI on Database Rows ​

Opening the AI Panel ​

From any database row, you can access AI features through:

  • Row Context Menu: Right-click a row and select "Ask AI"
  • Row-as-Page View: Click the AI Advisor button in the row header

Available Actions ​

The same summary and action item features are available for database rows, analyzing:

  • Row property values
  • Row content (if any)
  • Related context

Property Suggestions ​

AI Advisor can suggest values for database row properties based on the row's content.

How to Use ​

  1. Open the AI panel on a database row
  2. Switch to the Properties tab
  3. Select which properties you want suggestions for
  4. Click Generate Suggestions

Supported Property Types ​

  • Text: Suggests appropriate text content
  • Select: Suggests from existing options
  • Multi-Select: Suggests multiple values
  • Number: Suggests numeric values
  • Date: Suggests appropriate dates
  • Checkbox: Suggests true/false values

Confidence Scores ​

Each suggestion includes a confidence score (0-100%):

  • 80%+ (Green): High confidence
  • 50-79% (Yellow): Medium confidence
  • Below 50% (Red): Low confidence

Applying Suggestions ​

  • Click the + button next to a suggestion to apply it
  • Click Apply All to apply all suggestions at once
  • Suggestions are not applied until you explicitly choose to apply them

Privacy & Security ​

Data Handling ​

AI Advisor takes several measures to protect your data:

  1. Automatic Redaction: Sensitive patterns are automatically removed before content is sent to AI:

    • Social Security numbers
    • Credit card numbers
    • Phone numbers
    • API keys and tokens
    • Passwords

  2. Sensitive Properties: Database properties marked as sensitive are never sent to AI

  3. No Content Storage: We don't store the full text of your prompts or AI responses—only hashed metadata for auditing

  4. Backend Proxy: All AI requests go through our secure backend, never directly from your browser

No Training Policy ​

Your data is NOT used to train AI models. We use API configurations that prevent your content from being used for model training.

Audit Trail ​

Every AI request is logged with:

  • A unique trace ID
  • Timestamp
  • Request type
  • Success/failure status
  • Token usage

Workspace admins can view these logs at Settings → AI Advisor → Logs.

Rate Limits ​

To ensure fair usage and prevent abuse, AI Advisor has rate limits:

Per User ​

  • Hourly: 50 requests per hour
  • Daily: 200 requests per day

Per Workspace ​

  • Daily: 1000 requests per day

When you hit a rate limit, you'll see a friendly message indicating when the limit resets.

Token Usage ​

Full Analysis reports use more tokens than Quick Insights due to the comprehensive nature of the analysis. Your workspace has a token allocation that is shared across all AI features.

Checking Your Usage ​

Go to Settings → AI Advisor to see:

  • Your current usage
  • Remaining requests
  • When limits reset

Troubleshooting ​

"AI Advisor is not enabled" ​

Contact your workspace admin to enable AI Advisor in settings.

"You do not have access" ​

Your role doesn't have permission to use AI features. Contact your admin to request access.

"Rate limit exceeded" ​

You've hit your request limit. Wait for the indicated reset time, or ask your admin about workspace limits.

"Insufficient content" ​

The page, database, or row doesn't have enough content for AI to analyze. Add more content and try again.

"Insufficient AI tokens" ​

Your workspace has used its AI token allocation. Contact your admin about token limits. Full Analysis reports require more tokens than Quick Insights.

AI not responding or taking too long ​

AI requests typically complete within 5-15 seconds. Full Analysis reports may take up to 30 seconds due to the comprehensive analysis. If a request is taking longer:

  1. Check your internet connection
  2. Try refreshing the page
  3. Report the issue if it persists

Charts not displaying ​

If charts in your report aren't showing correctly:

  1. Try refreshing the page
  2. Ensure you're using a modern browser (Chrome, Firefox, Safari, Edge)
  3. Check if JavaScript is enabled

Getting Support ​

If you encounter issues:

  1. Note the trace ID shown with any error
  2. Contact support with the trace ID and description
  3. Admins can view detailed logs at Settings → AI Advisor → Logs

Best Practices ​

For Better Full Analysis Reports ​

  • Ensure your database has meaningful data (at least a few rows)
  • Use descriptive property names
  • Fill in property values where possible
  • Be specific when answering the guided questions
  • Mention your actual goals and concerns

For Better Summaries ​

  • Ensure your page has substantial content
  • Use clear, structured writing
  • Break content into logical sections

For Better Action Items ​

  • Use actionable language in your content
  • Include keywords like "must," "should," "need to"
  • Mention dates and assignments clearly

For Better Property Suggestions ​

  • Provide context in the row content
  • Fill in related properties first
  • Use descriptive property names

Keyboard Shortcuts ​

Coming soon

Frequently Asked Questions ​

Q: Can AI make changes without my approval? A: No. All AI outputs are drafts that you must explicitly apply.

Q: Is my data used to train AI models? A: No. Your data is never used for model training.

Q: Can I disable AI Advisor for my account? A: Contact your workspace admin to adjust access settings.

Q: How accurate are AI suggestions? A: AI suggestions are helpful but not perfect. Always review suggestions before applying them.

Q: Can I undo applied AI content? A: Yes, use the standard undo feature (Ctrl+Z / Cmd+Z) after applying content.

Q: What's the difference between Full Analysis and Quick Insights? A: Full Analysis uses a guided conversation to understand your needs, then generates a comprehensive report with charts, metrics, and recommendations. Quick Insights provides a faster, text-based analysis without visualizations.

Q: Can I save my analysis reports? A: Reports are automatically saved to your workspace storage. You can also export them as PDF documents.

Q: How do I resize the AI Advisor panel? A: Drag the left edge of the panel to make it wider or narrower. Your preferred width is remembered for future sessions.