AI Assistant

The AI Assistant is built into collab.space to help you manage tasks, search for information, build milestone plans, and automate repetitive work. Access it through the chat panel or use contextual AI buttons throughout the application.

AI Chat

The AI Chat provides a conversational interface for interacting with your workspace data.

Starting a Conversation

From the Operator app (full experience):

Open the Operator app from the sidebar
Type your question in the welcome screen input, or click 📝 to start a new conversation
Use the History button to browse past conversations

From the chat panel (quick access):

Click the chat icon in the top-right header
Select AI Conversations in the conversation list
Click the + button to start a new conversation

Conversations are saved automatically, so you can return to previous discussions at any time.

What You Can Ask

Category	Examples
Search	"Find all high-priority issues assigned to me"
Summarize	"Summarize the milestone plan progress"
Create	"Create a task to review the quarterly report"
Update	"Mark TSK-001 as complete"
Explain	"What issues are blocking the launch milestone?"
Plan	"Add steps to Milestone 1 for user onboarding"

Attaching Files

The AI can analyze documents and images you share:

Click the paperclip icon in the message input
Select one or more files to attach
Add your question about the files
Press Enter or click Send

Supported formats include PDF, Word documents, images, and text files. The AI extracts content from documents and uses vision capabilities for images.

AI Capabilities

The AI Assistant can help you across all areas of collab.space.

Search and Discovery

Tool	What It Does
Search Records	Find issues, meetings, documents, and files using natural language
Get Context	Retrieve full details for any record
Workspace Hierarchy	View your organizations, teams, and members

Issues and Tasks

Tool	What It Does
Create Issue	Add new tasks with title, description, priority, and assignee
Update Issue	Change status, priority, due date, or other fields
Create Sub-Issue	Break down tasks into smaller sub-tasks
Archive Issue	Soft-delete issues you no longer need
Share Issue	Grant viewer or editor access to team members

Milestone Planning

Tool	What It Does
Add Milestone	Create a new milestone in your plan
Add Steps	Add action items under a milestone
Edit Items	Update descriptions, due dates, and assigned parties
Reorder	Move milestones and steps to reorganize your plan
Recommend Tasks	Get AI-generated task suggestions for a step

Database Management

Tool	What It Does
List Schemas	View all databases in your workspace
Create Schema	Build new databases with custom fields
Add Fields	Extend schemas with additional columns
Create Entries	Add new records to your databases
Update Entries	Modify existing database records

Running AI Workflows

AI-orchestrated workflows let you run multi-step automation from chat, with the AI guiding execution and pausing for your review at key decision points.

Starting a Workflow

Click + in the message input, then select Run Workflow. The AI presents a list of available workflows for your workspace. Select one, answer any required input prompts, and execution begins — step progress appears inline in the chat thread.

Workflow Step Cards

Status	Meaning
Blue spinner	Step is currently running
Green check	Step completed successfully
Amber pause	Waiting for your input (Human Review)
Red X	Step failed

Click any card to expand it and see the AI output, tool calls, and state changes for that step.

Human Review Steps

Amber pause cards appear at decision points. Click a suggested action button to continue execution, or click Request Changes to send feedback — the AI will revise and re-run from an earlier step, adding a new set of cards showing the revised output.

Workflow State Explorer

Click State near the message input in the Operator app to open a panel showing all data accumulated across steps so far — useful for tracking what information has been extracted.

Persistent File Attachments

Click the paperclip icon in the Operator app to attach files that persist for the entire conversation. All subsequent messages (and workflow runs) can reference those files without re-uploading them.

For full documentation, see AI Workflows.

Contextual AI Buttons

Throughout collab.space, you will find "Ask AI" buttons that provide context-aware assistance.

Milestones AI Assistant

On the Milestones page, the AI button has full context about your milestone plan:

Ask questions about your project timeline
Request task recommendations for specific steps
Get help organizing milestones and dependencies
Ask about progress and completion status

The AI automatically includes your current milestone plan in every conversation started from this page.

How Contextual AI Works

Click the Ask AI button on any supported page
The button expands into an input field
Type your question or request
Press Enter to start the conversation
The chat panel opens with your conversation

The AI receives relevant context about the page you are on, such as the current milestone plan, issue details, or database schema. This allows it to provide more accurate and helpful responses.

Best Practices

Be Specific

Instead of "help with tasks", try "create a task to review the Q1 budget by Friday with high priority".

Use Commands for Repeatable Tasks

Type / in the chat input to access reusable command prompts like /add-bug, /triage-issue, or /standup. Commands provide the AI with structured instructions so you get consistent results every time. See Commands & Skills for details.

Use Natural Language

The AI understands conversational requests. You do not need special commands or syntax.

Reference People and Records

Use @member to reference a team member or #TSK-001 to reference a specific record. The AI receives full context about referenced people and records, making its responses more accurate and relevant.

Reference Items by ID

When updating specific items, use their display ID: "Update TSK-001 status to in progress".

Ask for Clarification

If the AI misunderstands your request, simply clarify what you meant. Conversations maintain context.

Review Recommendations

When using task recommendations, review the suggestions before accepting them. The AI provides a starting point, but you know your project best.

Tips for Effective AI Usage

Starting Fresh

Begin new conversations for unrelated topics. This helps the AI focus on your current task without confusion from previous discussions.

Providing Context

When asking about specific items, include relevant details like names, IDs, or dates to help the AI find the right information.

Iterating on Results

The AI can refine its responses based on your feedback. If the first response is not quite right, ask follow-up questions to get closer to what you need.

Combining Operations

You can ask the AI to perform multiple related tasks in one request: "Create a milestone for Q2 Planning with three steps: budget review, team allocation, and timeline setup".

Frequently Asked Questions

Is my data used to train AI models? No. Your workspace data is only used to answer your questions within your conversations. It is not used for model training.

Can the AI access everything in my workspace? The AI respects your access permissions. It can only search and retrieve records you have permission to view.

How do I delete AI conversation history? Open the conversation in the chat panel and use the delete option in the conversation menu.

Can I use AI without the chat panel? Yes, the contextual "Ask AI" buttons on various pages let you interact with the AI without opening the full chat panel.

What happens if the AI makes a mistake? The AI performs real actions in your workspace. If something was created or changed incorrectly, you can manually fix it or ask the AI to help correct the issue.

Is there a limit to how many messages I can send? AI features are available on plans that include AI capabilities. Check your subscription settings for details.