Introduction to Zenphi Assistant

Welcome to Zenphi Assistant! This dedicated web experience serves as your secure, central hub to interact directly with your organization’s AI agents.

While it looks and feels like familiar conversational AI tools, Zenphi Assistant is securely connected to your workplace data and business processes. Instead of jumping between multiple internal systems, portals, and emails, you can manage your daily workload directly from a single chat window.

Core Capabilities

Using Zenphi Assistant, you can handle a wide variety of tasks:

• Start Processes: Kick off automated Zenphi Flows on demand.
• Track Your Requests: Follow up on the real-time status of processes you previously initiated.
• Look Up Information: Ask questions and instantly pull records from connected company Tables.
• Manage Your Approvals: Review, approve, or reject your pending workflow tasks.
• Handle Pending Forms: Instantly access and submit outstanding data request forms.

How to Use the Interface

To get started, open your web browser and log in at zenphi.ai. Once logged in, you will be greeted by a clean, intuitive chat interface. You can navigate its core features using the steps below:

1. Choosing Your Workspace

At the top of the screen, next to the Zenphi logo, you will find the Workspace dropdown menu.

• In most cases, your company will utilize a single workspace, meaning you will not need to change this setting.
• If your organization uses separate workspaces for different departments or regions (e.g., “North America Operations”), use this dropdown to select the specific workspace containing the data or agents you need to access.

2. Starting a New Chat

The left-hand sidebar displays your recent conversation history. At the top of this sidebar, click the + New Chat button to clear your screen and start a fresh conversation.

3. Selecting Your Agent

Inside the central chat input box, a small dropdown menu controls agent routing. By default, this is set to Auto-select agent. You have two options for how you interact:

• Auto-Select Mode (Recommended): Leave the dropdown as-is and type your request in plain English. The Assistant will analyze your request and automatically route the context to the most relevant available agent in the background.
• Manual Selection: Click the dropdown to view a personalized list of all specific agents your administrator has authorized you to access (such as an “IT Support Agent”), and select one to converse with directly.

Important Rule: One Agent per Chat Once an agent is selected for a conversation—either manually or via Auto-Select—you cannot change agents within that specific chat thread. To speak with a different agent, you must click + New Chat on the left sidebar to start a fresh conversation.

The Zenphi Task Agent

In your agent dropdown menu, you will see a built-in option called the Zenphi Task Agent. Everyone in your organization has automatic access to this specialized agent to help manage personal workloads. Use it to:

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

Step-by-Step Scenario: Submitting a Budget Request & Tracking Status

To see how Zenphi Assistant operates in practice, here is what a typical lifecycle looks like when initiating a process and checking its status later:

Step 1: Access Zenphi Assistant & Verify Your Workspace

Navigate to zenphi.ai. Check the top-left corner near the logo. If your company uses multiple workspaces, ensure it is toggled to the correct operational department so you can see the appropriate agents and data.

Step 2: Start a New Chat

Click the + New Chat button on your left sidebar to open a clean thread. You can leave the agent dropdown on Auto-select agent to let the Assistant route your text, or manually select the “Finance & Procurement Agent”.

Step 3: Provide Details via Conversational Interview

Type your request naturally: “I need to submit a new budget request for a marketing campaign.” Instead of forcing you to fill out a rigid form, the agent will dynamically ask follow-up questions one by one to gather required metrics (e.g., the specific amount, business justification, and target department). Simply reply to each question in the chat.

Step 4: Process Confirmation

Once you provide the final piece of information and confirm the summary details, the agent triggers the background Zenphi Flow instantly and confirms that your request has been successfully submitted.

Step 5: Follow Up on the Status Later

A few hours later, you want an update. Return to zenphi.ai, locate your original budget request conversation in your left-hand history sidebar, and type: “What is the status of this request?” The agent checks the live backend data and informs you exactly where it stands (e.g., “Your request is currently waiting on manager approval”), completely eliminating the need to hunt through your email inbox.

Best Practices

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

• Be Specific with Your Requests: While agents 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.”
• Use ‘New Chat’ for New Topics: AI agents rely on the context of your active conversation. If you just finished submitting a budget request and now want to log an IT ticket, click + New Chat to clear the conversation memory and prevent context confusion.
• Trust the ‘Auto-Select’: Unless you know exactly which specialized agent handles a highly unique task, leaving the dropdown on Auto-select agent is your best option. The system is optimized to analyze your intent and route your request accurately.
• Follow Up in the Same Thread: When checking the status of a workflow you already started, open that original conversation from your history sidebar and ask for the update there. This allows the agent to instantly recognize which exact process execution you are referencing.