You can access the Zenphi Assistant directly inside Google Chat if your administrator has enabled it for your workspace.

While it looks and feels like familiar conversational AI applications, Zenphi Assistant is securely connected to your company’s approved data and workflows. This allows you to get answers, start processes, and complete tasks directly from the chat application you already use every day, while staying entirely within the data and processes your organization has configured.

What You Can Do

Using the Assistant within Google Chat, you can manage your daily operations through the chat window:

• Start Processes: Kick off automated Zenphi Flows on demand. The Assistant can gather the necessary data conversationally and initiate any Flow configured with an On-Demand or Zenphi Form trigger.
• Track Your Requests: Monitor the lifecycle of a Zenphi Flow you previously started. You can query the real-time status of any active request (e.g., checking if a budget request or hardware order has been approved).
• Look Up Information: Query your organization’s structured records directly through the chat window. The scope of information available depends entirely on the Tables attached to that specific agent.
• Manage Your Approvals: Review, approve, or reject pending workflow tasks assigned to you. Reviewers can process their approval queues straight from the chat interface.
• Handle Pending Forms: Locate incomplete data collection tasks. If a Zenphi Flow requires your input via a Zenphi “Request Data” form, the Assistant can provide a direct link to complete it immediately.

How to Connect Your Google Chat to Zenphi

Getting set up takes only a few seconds:

1. Open Google Chat and click New Chat.
2. Type Zenphi Assistant in the search bar.
3. Find the application in the results and click on it.
4. Click Install app.

How Conversations Work (Threads vs. New Chats)

Unlike the Zenphi web application, Google Chat uses distinct threads to isolate different conversations and operational contexts.

• Starting a New Session: To start a new topic or request, send a new message in the main chat (outside of any existing threads). The Assistant will automatically open a fresh thread for that specific conversation.
• Continuing a Session: When the Assistant replies, it does so within its own dedicated thread. That thread acts as your active session. You should keep asking follow-up questions inside that thread, as the AI retains the context of everything discussed within that specific session.

Configuring Your Settings & Agents

Before initiating requests, verify that your conversation is mapped to the correct workspace environment and agent. You control these configurations using an in-chat command.

1. Choosing Your Workspace

In the chat input bar, type /zenphi_settings and press Enter. You will see a dropdown menu for your Default workspace.

• Select the target workspace you want to connect to.
• Crucial Step: You must click Save setting to securely apply your choice.

Note: In most cases, your organization will utilize a single workspace, meaning you will not need to alter this setting. However, if your company uses multiple workspaces for different departments or regions, use this dropdown to ensure you are pulling data from the right place.

2. Selecting Your Agent

Using that same /zenphi_settings interface, click on Configure Agent. You will see a dropdown list of available agents authorized for your account based on your role and permissions.

• Auto (Recommended): Leave the dropdown on “Auto” and type your request naturally. The Assistant will analyze your intent and automatically route the context to the most relevant available agent in the background.
• Pick a Specific Agent: Click the dropdown to see a list of your authorized specialized agents (such as a “Finance Agent”) and select it to communicate with it directly.
• Crucial Step: Just like with workspaces, you must click Save agent to apply your choice.

Important Rule: One Agent per Thread Whether you pick the agent manually or leave it on “Auto”, once an agent is selected for a conversation, you cannot change it within that specific thread. To access another agent, you must send a new message in the main chat to initiate a fresh thread.

The Zenphi Task Agent

In your agent dropdown list, you will find a built-in option called the Zenphi Task Agent. It helps you manage your personal workload. It can:

• Check for Pending Tasks: See a real-time list of workflow tasks currently awaiting your action.
• Approve or Reject: Process your pending approvals directly inside the chat window.
• Retrieve Pending Forms: If a Zenphi “Request Data” form was sent to your email and is still outstanding, the Assistant will provide the direct link so you can click and submit your response immediately.

Step-by-Step Scenario: Submitting a Budget Request

Here is what a typical lifecycle looks like when initiating a process and checking its status using Google Chat:

Step 1: Open the Assistant Chat

Go to your Google Chat dashboard, locate the Zenphi Assistant application under your chat list, and open the conversation window.

Step 2: Verify Your Settings (Workspace & Agent)

Type /zenphi_settings and press Enter. In the prompt that appears, pick your default workspace if your organization utilizes multiple regional or departmental environments. Next, select the Finance & Procurement Agent from the agent dropdown menu, then click both Save setting and Save agent.

Step 3: Send Your Initial Request

In the main chat input bar, type your goal naturally: “I need to submit a budget request for our Q3 Marketing Campaign.” The Assistant will instantly receive this and create a dedicated thread for this topic.

Step 4: Answer the Agent’s Questions (Conversational Interview)

Instead of forcing you to fill out a rigid online form, the agent starts a conversation inside the thread: “I can help with that! What is the total budget amount, and what department is this for?” Reply directly within that thread: “$5,000 for Marketing.”

• Key Takeaway: You do not need to memorize exact command phrasing or form layouts. If your initial request lacks required details, the agent will dynamically interview you for the missing pieces inside the active thread.

Step 5: Receive Instant Confirmation

Once you provide the final required details, the agent processes the request and posts a final reply in the thread: “Thank you! Your request for $5,000 has been recorded, and the automated approval workflow has been successfully triggered.”

• Key Takeaway: The underlying Zenphi Flow is launched immediately in the background directly from your corporate chat platform.

Step 6: Follow Up on Status Updates Later

The next afternoon, you want to see if your manager has signed off on the budget. Instead of starting a brand new conversation, locate yesterday’s exact conversation thread in your chat log, open it, and type: “Has this been approved yet?” The agent checks live system data and replies: “This request is currently pending review by the Marketing Director.”

• Key Takeaway: Because you targeted the original conversation thread, the agent retains perfect context of your specific transaction without needing a reference ID number.

Useful Commands

You can trigger the following slash commands in the chat at any time:

• /zenphi_settings — Choose your default workspace and configure your agent preferences.
• /zenphi_clearChatHistory — Clear the chat history for the current thread session.
• /about — Show the bot’s welcome and instruction message.

Best Practices

To get the fastest and most accurate results from your chat agents, keep these tips in mind:

• Always Save Your Settings: When using /zenphi_settings, your changes will not take effect until you click the Save setting or Save agent buttons.
• Use the Main Chat for New Topics: AI agents rely on the context of your current thread. If you just finished submitting a budget request and now want to log an IT ticket, always start a brand new message in the main chat to open a fresh thread and prevent context confusion.
• Follow Up in the Same Thread: If you want to track the status of a specific workflow later, find that original conversation thread and ask for an update there. The agent will immediately know which process execution you are referencing.
• Be Specific with Your Requests: While the agent will ask you for missing information, you can save time by providing core details upfront.
  • Instead of: “Start a budget request.”
  • Try: “Start a budget request for $5,000 for the Q3 Marketing Campaign.”
• Trust the ‘Auto’ Agent: Unless you know exactly which specialized agent handles a highly specific task, leaving your agent setting on Auto is your best option. The system is optimized to analyze your intent and route your request accurately.

Note: Zenphi AI is currently in preview. Responses are AI-generated based on the data and processes configured by your organization. If an agent consistently returns an incorrect response for a specific company workflow, please notify your workspace administrator.