Understand the organisation-wide assistant preferences, their defaults and how to save, reset or discard changes.
The settings gear in AI Assistant opens AI Assistant Settings. These preferences are shared by the whole organisation; they are not personal settings for the current author or this document.
Product location: /qms/{standardCode}/documents/{documentId}/editor (fallback: /qms/standards). Open AI Assistant and choose its settings gear.
Open a QMS document's editor, open AI Assistant, then choose its settings gear. The dialog opens over the editor with the description "Adjust AI behavior without leaving the document editor."
While the saved preferences load, the dialog shows Loading settings.... If they cannot be loaded, it shows "Failed to load settings. Please try again." with Retry. Once loaded, the preferences appear in three groups: Response Preferences, Feature Toggles and Context Settings.
Product location: /qms/{standardCode}/documents/{documentId}/editor (fallback: /qms/standards). Review Response Length and Preferred Language under Response Preferences.
Preference | Default | Purpose shown in the dialog |
|---|---|---|
Response Length | Balanced | Choose how detailed AI responses should be by default: Concise, Balanced or Detailed. |
Preferred Language | English | The language the AI will attempt to respond in. |
Use the product's language selector to choose your own working language. A document's content and translation languages are separate settings; changing the assistant's language does not translate or publish a document.
Product location: /qms/{standardCode}/documents/{documentId}/editor (fallback: /qms/standards). Review the Feature Toggles and Context Settings switches.
All of these switches are on by default:
Switch | Group | Purpose shown in the dialog |
|---|---|---|
Auto-Suggest Prompts | Feature Toggles | Suggested prompts in the Chat panel. In the document editor, an empty Chat panel offers its quick actions while this switch is on. |
Show Knowledge Entries | Feature Toggles | Display related knowledge base entries alongside conversations. |
Show Insights Panel | Feature Toggles | Display AI-generated insights on the dashboard. |
Document Analysis | Feature Toggles | Allow AI to analyse uploaded and vault documents. |
Include Organization Facts | Context Settings | Provide organisational context to improve AI accuracy. |
Include Knowledge Base | Context Settings | Allow the AI to search and reference your knowledge base entries. |
These switches choose what the assistant uses and displays. They do not change who may see a document, fact or knowledge entry; access still follows each user's permissions. Keep requests specific and review every response and proposal before accepting it.
Product location: /qms/{standardCode}/documents/{documentId}/editor (fallback: /qms/standards). Review Conversation History Depth and distinguish it from retention.
Conversation History Depth is the number of previous messages included for context. It defaults to 20 messages; the slider ranges from 5 to 50 in steps of 5. The dialog notes that higher values provide better continuity but use more tokens. This preference is not a retention policy or a deletion action.
The editor starts a new visible conversation on a fresh visit, while stored AI change proposals remain available in Track Changes. Inspect those records before repeating earlier work.
Product location: /qms/{standardCode}/documents/{documentId}/editor (fallback: /qms/standards). Choose Save Changes, Reset or Cancel.
Save Changes stores all the values in the form together and confirms "Your AI Assistant preferences have been updated." The dialog stays open with the saved values, so you can check them before closing. Because the preferences apply to everyone in the organisation, agree changes before saving them.
Reset reloads the last saved preferences; it does not restore the defaults. Cancel, the close control, Escape or the backdrop closes the dialog. When you have unsaved changes, closing asks Discard unsaved AI settings?: choose Discard changes to close without saving or Keep editing to return to the form.
If someone else saved the preferences after you opened the dialog, saving shows "Settings were modified by someone else. Please refresh and try again." Choose Reset to load their values, check them, and reapply your intended change before saving again.
