View this page in the latest version of Appian. Set Up Procurement AI Copilot Module Share Share via LinkedIn Reddit Email Copy Link Print On This Page This content applies solely to Requirements Management, which must be purchased separately from the Appian base platform. This content was written for Appian 26.6 and may not reflect the interfaces or functionality of other Appian versions. After installing the Procurement AI Copilot module, set up the module before using it with your Requirements Management (RM) solution. Setting up Procurement AI Copilot consists of the following tasks: Enable the Procurement AI Copilot toggles. Configure knowledge sets. Manage documents in the Document Database. System prerequisites for AI Copilot 1.9 This section details the prerequisites your system must meet to incorporate the AI Copilot module with your Requirements Management solution. Appian platform running version 26.6 or greater. A supported version of MariaDB as a business data source. Note: Instructions below are for MariaDB databases. For use with other databases, the SQL script must be modified to fit syntax requirements. A supported web browser. Requirements Management Base Application v2.7 installed in the target environment. Procurement AI Copilot 1.9.0 imported and installed in the target environment. Enable Procurement AI Copilot toggles To integrate the Procurement AI Copilot module with your RM solution, navigate to the Procurement AI Copilot Settings page and select each toggle associated with a specific functionality. Selecting a toggle activates the corresponding feature, making it available to users in the Requirements Management interface. Procurement AI Copilot Chatbot toggle The Chatbot toggle introduces an AI-powered chatbot directly within the Requirements Management solution to provide real-time assistance and guidance throughout the procurement lifecycle. Once selected, users can interact with the chatbot to ask questions about procurement policies, contract terms, best practices, and system functionalities. The chatbot can help in drafting initial contract language, suggesting clauses, and identifying potential risks or compliance issues. Selecting the Chatbot toggle integrates the AI-powered chatbot into the Requirements Management interface, making it readily available to users. Contract File: Document Chat toggle The Document Chat toggle gives users a conversational interface directly within the documents contained in a contract file. The Document Chat toggle applies to all solicitations and awards. Instead of manually sifting through lengthy legal documents, users can ask specific questions about the content of any document within the contract file. A user could ask, "What are the payment terms in this agreement?" or "Does this document include a force majeure clause?" The AI extracts and presents the relevant information. The Document Chat capability speeds up document review, ensures thorough understanding, and aids in quick decision-making. Selecting the Document Chat toggle makes the interactive chat capability available for all documents associated with solicitations and awards. Contract File: Document Summarizer toggle The Document Summarizer toggle gives users the ability to generate concise summaries of contract file documents across all solicitations and awards. Complex legal and contractual documents can be extensive and time-consuming to read in their entirety. The Document Summarizer uses Appian AI to identify and extract the most critical information, key clauses, and main points, presenting them in a digestible format. The Document Summarizer is invaluable for quickly grasping the essence of a document, preparing for meetings, or providing executive overviews without reading every single word. The Document Summarizer uses Appian AI capabilities to deliver accurate and efficient document analysis without requiring external AI service configuration. Selecting the Document Summarizer toggle activates the document summarization functionality in your RM solution, providing your users with an efficient way to digest large volumes of contractual information quickly and accurately. Configure knowledge sets Knowledge sets are groupings of documents that scope the context for AI Copilot interactions. When users chat with the AI Copilot, they select a knowledge set to define which documents the AI references when answering questions. The Procurement AI Copilot ships with three out-of-the-box knowledge sets: FAR Chat: A pre-configured knowledge set that includes the latest version of the Federal Acquisition Regulation (FAR). You can add other agency-specific documents to this knowledge set as needed. Knowledge Set 1: A general-purpose knowledge set that you can rename to align with your organization's needs. Knowledge Set 2: A general-purpose knowledge set that you can rename to align with your organization's needs. Rename a knowledge set You can rename the default knowledge sets to match your organization's terminology. Knowledge set names appear to users when they select a knowledge set in the AI Copilot chat interface. Add a knowledge set If your organization needs more than the three default knowledge sets, add a new entry to the AS_AICP_REF_KNOWLEDGE_SET table in your database. Note: Adding knowledge sets requires direct database access. Coordinate with your database administrator to add new entries to the AS_AICP_REF_KNOWLEDGE_SET table. Manage documents in the Document Database The Document Database is where you upload and organize the documents that power the Procurement AI Copilot. When you upload a document, you assign it to one or more knowledge sets so users know which context the document contributes to. Upload a document To upload a document to the Document Database: In the Procurement AI Copilot, go to the Document Database. Click Upload. Select the file to upload. From the Knowledge Set dropdown, select one or more knowledge sets to associate with the document. From the Product dropdown, select the products this document applies to. All products are selected by default. Click Save. Note: A document must be associated with at least one knowledge set. A document can belong to multiple knowledge sets without needing to upload it more than once. Knowledge set size limits Each knowledge set can contain a maximum of 25 MB of documents. The 25 MB limit is based on the total size of all documents in the knowledge set, regardless of product association. The upload process validates this limit and prevents uploads that would exceed it. Filter documents by knowledge set The Document Database grid displays the knowledge sets each document belongs to. Use the Knowledge Set filter on the grid to view only documents in a specific knowledge set. Supported products When uploading a document, select the products the document applies to. The following products are available: Requirements Management ProcureSight Enterprise All products are selected by default when uploading a document. Access the dedicated AI Copilot site The Procurement AI Copilot is accessible through a dedicated site that provides direct access to all AI Copilot capabilities, including all documents and knowledge sets. The dedicated site gives users a comprehensive view of the available knowledge base without navigating through the Requirements Management solution interface. Next steps After configuring the Procurement AI Copilot settings, knowledge sets, and documents, your users can begin interacting with the AI Copilot. See Procurement AI Copilot Module for details on how users interact with the chatbot, analytics dashboard, and document management features. Feedback Was this page helpful? SHARE FEEDBACK Loading...
