1. What is Allex AI-Assistant?

Allex AI-Assistant is your personal productivity assistant, designed to help you streamline your tasks and make your workday more efficient. Whether you prefer texting or talking, the Allex AI-Assistant adapts to your style, providing intuitive support for your projects, updates, and questions.

2. Features of the Allex AI-Assistant

Interact with the Allex AI-Assistant through text-based commands or voice input, depending on what’s most convenient for you. Feel free to ask the AI Assistant what it is capable of, since we're constantly expanding its capabilities.

📋 Task & Milestone Management

Create & Organize: Create new tasks and milestones.
Update & Track: Change task statuses (e.g., "Planned", "In Progress", "Done"), add comments or shift due dates.
Assign Responsibilities: Assign tasks or milestones to specific team members (or yourself).
Bulk Actions: Assign a single owner to multiple tasks across a project at once.
Duplicate & Move: Copy existing tasks/milestones (including their subtasks and descriptions) or move them to different projects.
Custom Fields: Add or update custom field values.

📁 Project Management

Create Projects: Start fresh projects, build structured projects with the AI Project Generator, or create them directly from customized project templates.
Update Projects: Modify project descriptions, change project statuses, set due dates, or shift planned schedules (e.g., moving a planned project start/end date by a specific number of days).
CCPM Analytics: Retrieve buffer consumption history, progress metrics, and overall health status for Critical Chain Project Management (CCPM) projects.
Custom Fields: Add or update custom field values.

🔍 Search & Retrieval

Intelligent Search: Find projects, tasks, milestones, or subtasks based on name, status, responsible person, or project type.
Read Discussions: Load comments and discussion history on tasks or projects to identify blockers, delays, or team updates.
User Search: Look up team members in your organization to assign or mention them in comments.

📅 Advanced Scheduling

Working Day Calculations: Calculate precise timelines, deadlines, and delays automatically while respecting weekends, holidays, and business-day logic.

❓ Product Help & Support

If you have "how-to" questions or need assistance with Allex platform capabilities (e.g., portfolio oversight, resource planning, integrations, or account setup), I can search our official Allex support articles and tutorials to provide accurate answers.

3. Activating the Allex AI-Assistant

For activating the AIlex AI-Assistant, contact your Customer Success Manager or write an Email to support@allex.ai. Allex AI-Assistant is activated per organization.

What Happens to Your Data?

All entered data, whether in text or voice form, as well as data necessary for task completion, are securely transferred to an Azure OpenAI instance. This instance is fully compliant with current data protection regulations (GDPR), and the server location is in Sweden.

What is stored?

All inputs and corresponding responses are stored for quality assurance purposes. These data are stored exclusively within Allex and are subject to the same standards and mechanisms as all other data managed within Allex. Azure does not store any data.

4. How to use Allex AI-Assistant

Open on Desktop:

To open the Allex AI-Assistant, click on the AI-Assistant button found near the bottom of the main navigation bar.

Tip: You can move the AI-Assistant all over your browser screen.

Open on Mobile

The Allex AI-Assistant is optimized for mobile devices, allowing you to stay connected and productive no matter where you are.

Examples of Mobile Use Cases:

Quick Updates on the Go:
- Provide task updates while heading back to the office after a coffee chat with a colleague.
Streamlined Reporting Between Tasks:
- Set task statuses to done while moving from one task location to another.

Tip: Save the link to your phone home screen for one-tap convenience.

Input via microphone:

Click on the microphone icon, located at the bottom right of the AI-Assistant bubble to begin speaking.
Start voice interactions with a simple command or question.
Press the send button to transmit your message.

Note: Allex AI-Assistant can handle multiple languages.

Input via text:

Type your question or commands directly and press enter or click on the arrow icon.
Examples:
- "The milestone ‘Design Approval’ is complete."
- "Show me tasks due next week."

Note: Allex AI-Assistant may ask follow-up questions if it needs clarification, ensuring it understands your request fully.

5. Tips for Getting the Most Out of Allex AI-Assistant

Crafting Effective Commands: Use clear and concise language to make your input more actionable.
Leveraging Context: Provide specific details for better responses (e.g., “Tasks assigned to Sarah due next month”).
Exploring Features: Alternate between voice and text modes to discover which works best for different tasks.
Regular Feedback: Share feedback with the Allex team to help improve the AI’s performance.
Rephrasing your Input: If Allex AI-Assistant struggles to understand your commands, try rephrasing them or providing more details.
Voice Input: Ensure your voice input is free of background noise.