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By: Magenest | Support Portal:

Odoo AI Assistant User Guide

1. Introduction

Odoo AI Assistant is an integrated Odoo module developed by Magenest that allows users to interact with AI directly within the Odoo interface.

Administrators can connect an AI provider, create AI Agents, select the appropriate language model, and configure supported Question Types. Users can then open a chat window and submit questions without leaving Odoo.

The current version responds to predefined Question Types. If a question has not been configured, the assistant will notify the user that the requested question is not supported.

Highlight Features

For Admin

• Install and activate the AI Assistant modules directly from Odoo Apps.
• Connect Odoo to an AI provider using an API key.
• Create multiple AI Agents for different use cases.
• Select the LLM provider and model for each AI Agent.
• Manage predefined Question Types and review their descriptions and examples.
• Create and manage user accounts with suitable access rights.

For User

• Access AI Assistant directly from the Odoo application menu.
• Open a dedicated chat window for a selected AI Agent.
• Submit supported questions without switching to another platform.
• Receive AI-generated responses within the Odoo interface.
• Review available Question Types and sample questions before starting a conversation.

System Requirements

Before installing and configuring Odoo AI Assistant, make sure the following requirements are met:

• An Odoo environment compatible with the AI Assistant modules.
• Administrator access to Odoo Settings and Apps.
• The required AI Assistant modules are installed and activated.
• A valid API key for the selected AI provider, such as Google Gemini.
• Internet access from the Odoo server to the selected AI service.
• At least one AI Agent has been created.
• The required Question Types have been configured before users begin chatting.

General System Operations

1. Switching Views, Searching, and Applying Filters

From any screen, users can switch between the available views by selecting the corresponding icon in the view switcher at the top-right corner (1).

To filter or group records, click the search bar (2) and choose the relevant options. You can:

• Use an existing filter or group.
• Create a custom filter.
• Group records by multiple levels.
• Save the current search to your Favorites (5).

When you enter a keyword in the search bar, Odoo displays the fields that can be searched. Select the appropriate field to find records that match the keyword.

In List view (1), click the column settings icon (2) to choose which columns are shown or hidden.

Saving the Current Search

Step 1: Apply the filters or grouping options you need (1). You can use the available options or create your own.

Step 2: Select Save current search (2).

Step 3: Enter a name for the saved search.

• Select Use by default to apply it automatically whenever you open the view.
• Select Share to make it available to other users.

Step 4: Click Save (4).

2. Creating a New Record

2.1. Creating a Record Manually

Step 1: Open the relevant section, such as Employees, and click New.

Step 2: Complete the required information, then click Save (1).

• Click Discard (2) to cancel the record and return to the previous screen.
• If any required fields are left blank, Odoo will highlight them and prevent the record from being saved (3).

2.2. Duplicating an Existing Record

You can create a new record by copying an existing one.

To duplicate a record from Form view:

1. Open the record.
2. Click the gear icon (1).
3. Select Duplicate (2).

To duplicate one or more records from List view:

1. Select the records you want to copy.
2. Click Actions (2).
3. Select Duplicate (3).

3. Editing a Record

Open the record you want to update and make the necessary changes.

Click Save to apply the changes, or Discard to cancel them.

4. Deleting a Record

A record can be deleted from either Form view or List view.

Delete from Form View

Open the record, click the gear icon, and select Delete.

Delete from List View

Select the records you want to remove, then go to: Actions > Delete

Odoo will ask you to confirm the action.

• Click Delete to remove the record.
• Click No, keep it to cancel.

5. Creating a User in Odoo Community

Step 1: Open Settings.

Step 2: Go to: Users & Companies > Users

Step 3: Click New.

Step 4: Enter the user’s details.

• Name: Enter the user’s full name as it should appear in Odoo.
• Email: Enter the email address the user will use to sign in and receive system notifications.
• User Type: Choose the option that best matches the user’s role.
• Internal User: Select this option for employees who need access to internal Odoo applications and management features, such as HR, Attendance, Time Off, Payroll, Accounting, or other business modules.
• Portal User: Select this option for users who only need limited access to their own information, such as attendance records, leave requests, payslips, or overtime data. Portal users do not have administrative access.
• Public User: This option is intended for external visitors who do not sign in and can only access publicly available website content.

As a general guideline:

• Choose Portal User when an employee only needs to check attendance, submit leave requests, or view personal payroll and overtime information.
• Choose Internal User when the employee needs to manage, approve, or update records in HR, Attendance, Time Off, or other Odoo applications.

Step 5: Open the gear menu and select Change Password.

Step 6: Enter the new password in the New Password field, then click Change Password to save it.

After the password has been updated, the user can sign in with:

• Username: The login assigned to the user account.
• Password: The password entered in the previous step.

Step 7 (Optional): Click Create Employee to create an employee profile for the user.

Step 8: Once the employee profile has been created, click the employee icon to open it.

The new employee profile is automatically linked to the user account.

6. Activating the Required Modules

Step 1: Open Apps.

Step 2: Enter advanced_ai in the search bar.

Step 3: Locate the required module and click Activate.

I. AI Agent

Note: The AI Assistant can only answer questions that match the available Question Types. Refer to the Question Types section for examples. If a question has not been configured, the assistant will return a message indicating that the request is not supported.

System link: https://odoo19.izysync.com/

Admin account: admin/admin

User account: arthur/1

1. Configuring an API Key

Creating a Gemini API Key

Step 1: Open the Google AI Studio API Keys page.

Create a new API key.

Enter a name for the key, select the relevant project, and click Create key.

Once the key has been generated, click Copy key.

Adding the API Key to Odoo

Step 1: Open Settings.

Select the AI Assistant tab.

Step 2: Paste the API key into the corresponding field, then click Save.

2. Creating an AI Agent

Step 1: Open AI Assistant.

Click New to create a new AI Agent.

Step 2: Complete the Agent information, then save the record.

• LLM Provider: Select the provider that will power the AI Agent.
• LLM Model: Select the language model associated with the chosen provider.

The available models may vary depending on the selected provider.

3. Creating and Opening a Chat Box

Creating a Chat from the AI Assistant Screen

Step 1: Open AI Assistant.

Step 2: Select the AI Agent you want to use.

Step 3: Click Chat Now.

If the Agent does not already have a chat channel, Odoo will create one automatically.

Step 4: Click the AI Assistant icon in the top navigation bar, then select the relevant chat channel.

The chat window will open on the right-hand side of the screen. Enter “Hi” to confirm that the AI Agent is responding correctly.

4. Reviewing Supported Questions

Step 1: Open AI Assistant.

Go to: Configuration > Question Types

The Question Types screen lists the requests currently supported by the AI Assistant.

Step 2: Select a Question Type to open its details.

Review the description, keywords, and example questions to understand how the request should be phrased.

For example, a Question Type may allow users to request an employee’s remaining leave balance by using the employee’s name.

Only questions covered by the configured Question Types can be processed by the current version of the AI Assistant.