Using AI Tools
Arketic's assistants don't just answer — they can take real actions in the platform for you. Tell the AI what you need in plain language, and it handles the rest.
How It Works
Reading happens automatically
When the AI looks something up — searching documents, checking the org chart, browsing the web — you'll see a live status chip in the chat (e.g. "Searching documents..." → "Documents found"). No confirmation needed, because nothing changes.
Actions need your approval
When the AI wants to create, update, or trigger something, an "Action Requires Approval" card appears showing exactly what it's about to do — title, priority, assignee, deadline, and so on.
- Approve — the action runs
- Cancel — nothing happens
No write action is ever taken without your explicit approval.
What You Can Ask For
| Category | Examples |
|---|---|
| Tasks | "Create a high-priority task for Sarah due Friday", "Update task status", "Add a comment" |
| Documents & Knowledge | "Search for the vacation policy", "Summarize the handbook" |
| Organization & HR | "Who manages IT?", "Find someone who knows data analysis" |
| Service Desk | "Submit an IT request for a new laptop" |
| Processes | "Start the onboarding process for John" (Blueprints), "Run the weekly report workflow" (Workflows) |
| Analytics | "Are any tasks at risk of missing their deadline?", "Prepare a status report" |
| Web | "Search the web for the latest regulations on..." |
Which actions are available depends on how your admin configured the assistant.
Generated Documents
Ask the AI to produce a file — a report, a spreadsheet, a presentation — and it delivers a download card with the file name and format (Word, Excel, PDF, PowerPoint). Use Preview to view it in the side panel, or Download to save it. See Artifacts & Documents.
Asking About an Employee (Managers)
Managers can use the + menu → Select Employee to put a team member in context, then ask questions about their work:
"What's on their plate this week?" · "Summarize their open tasks"
Your messages show an "About {name}" chip while the context is active.
Tool Status Indicators
| Status | Meaning |
|---|---|
| Live chip (e.g. "Creating task...") | The action is running |
| Completed chip (e.g. "Task created") | Done |
| Action Requires Approval card | Waiting for your decision |
Tips
- Be specific with names — "Create a task for John Smith" beats "for John"
- Include details up front — priority, due date, department in one message
- Read the approval card before confirming — it shows exactly what will happen
- Combine requests — "Show my overdue tasks and create a summary report"
Troubleshooting
| Problem | Solution |
|---|---|
| AI says it can't do that | The action may be restricted to your role, or disabled on this assistant |
| Action failed after approval | Read the error — it usually explains what went wrong |
| Wrong details on the card | Cancel and rephrase with clearer instructions |