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AI assistant - managing access

Ciphr Academy
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This guide explains how you can control which users can access the AI assistant by updating their role page permissions in HR. These settings are managed through role management, where you can edit existing roles or create dedicated roles with specific access. 

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important.svg Before you start: 

The AI Assistant overlay setting overrides the other two - if a role doesn't have Access here, users in that role won't see the Ask button and therefore can't reach the Company Documents or Policy Acceptance capabilities, regardless of how those are set individually. 

Be aware that Company Documents and Policy Acceptance default to Access and Write Access as soon as a role is given overlay access, so review those two settings too if you want to restrict them.

 

Update AI assistant permissions in role management

  • Follow the steps below to change access for any role:

    1. Go to System configuration > Role management
    2. Select the role you want to edit from the list
    3. Choose Pages from the Actions popup
    4. Use the search bar or scroll down the list to find “AI assistant"
    1. There are three pages associated with the assistant: 
    Page Access options
    AI Assistant overlay

    Access: allow AI assistant use and display the Ask button

    No access: prevent AI assistant use
    Note: AI Assistant - Company Documents & AI Assistant - Policy Acceptance are currently only with early-access customers, and a date for launch to all customers will be announced giving notice period to allow the update of these settings
    AI Assistant - Company Documents

    Access: allow company document Q&A

    No access: prevent access to this capability
    AI Assistant - Policy Acceptance

    Write Access: to allow Q&A, version comparison and acceptance

    Read Only: to allow Q&A and version comparison only

    Hidden: prevent access to this capability
  1. Set the permissions and then click Review Changes and then Update to save the changes
  2. Anyone in this role with AI assistant overlay set to Access will see the Ask button on the top right of the toolbar
Note: If users assigned to this role are already logged in, they’ll need to reload HR for the permission change to take effect.

 

Additional notes

  • Permissions can be updated at any time
  • If you are introducing AI assistant access to multiple roles, repeat these steps for each one
     

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