AI Agents

An AI agent is a reusable persona for Smart Chat. You give it a name and a set of instructions, such as “Answer only accounts receivable questions, in short bullet points”, and whenever someone picks that agent in Smart Chat, its answers follow those instructions.

Agents are useful when the same kind of question comes up again and again, or when different people want answers in different styles. A “CFO assistant” that always frames answers around cash and margins and a “bookkeeping helper” that explains how statements were classified are two common examples.

Before you start

• To see agents, your role needs permission to view AI agents. To create, edit or delete them, it needs permission to manage AI agents. Ask a workspace admin if AI Agents isn’t in your sidebar or New agent isn’t on the page.
• Your workspace may limit how many agents each member can create. See Limits.

Create an agent

1. Go to AI Agents in the sidebar.
2. Select New agent.
3. Enter a Name, for example “Accounts Receivable Analyst”.
4. Optionally add a one-line Description. It is shown on the agent’s card and in the Smart Chat picker.
5. Write the Instructions (system prompt). Describe what the agent should focus on and how it should answer. Be specific: “Answer only questions about customers and invoices. Always state the total overdue amount first.”
6. Choose a Visibility. See Who can see and edit an agent.
7. Optionally tick areas under Allowed data scope (advisory) to tell the agent which parts of your data it should concentrate on.
8. Select Create.

To keep an agent to yourself while you try it out, select Save as Draft instead. A draft is saved as private, whatever visibility you picked.

Note

The data scope is a hint about where the agent should look. It doesn’t widen what the agent can read. An agent always works with the permissions of the person using it, exactly like Smart Chat.

Start from a template

Bokapsys includes ready-made agents you can copy and adapt.

1. On AI Agents, select From template.
2. Read the descriptions and select Clone on the one you want.
3. Find the copy in your list and select Edit to adjust its instructions.

Use an agent

Select Open chat on an agent’s card. Smart Chat opens with that agent selected.

You can also pick an agent from inside Smart Chat: select the + button next to the question box, stay on the AI Agents tab and choose the agent. Its name appears above the question box, and on every answer it gives. Select the x on its name to go back to normal answers.

Who can see and edit an agent

Each agent has its own visibility, set by the person who creates it.

Visibility	Shown as	Who sees it	Who can edit or delete it
Only me	Private	Only the creator.	The creator.
Whole team	Team	Every member whose role can view AI agents.	Anyone whose role can manage AI agents.
Specific roles	Shared	The creator, plus the roles or individual members picked.	Only the creator. The people it’s shared with can use it but not change it.

When you choose Specific roles, pick one or more roles, then for each role either share with everyone in it or with specific members.

Tip

This is one of the few places where something in Bokapsys can be private to one person. Statements, reports and other financial records always belong to the whole workspace. Agents can be private because they are personal tools, much like drafts.

Find, edit and delete agents

The cards at the top of the page count the agents you can see, the ones you created, and how many are shared with the team or with specific people. Use the search box and the All, Mine, Private, Team and Shared filters to narrow the list.

Each agent’s card shows its owner, when it was last used and when it was last updated. Select Edit to change its name, instructions, visibility or data scope, or Delete to remove it. Deleting an agent can’t be undone. Edit and Delete only appear on agents you are allowed to change.

Agents and schedules

Agents answer when someone asks them a question in Smart Chat. They don’t run on their own. To produce something on a schedule, such as an Income Statement emailed every month, use a workflow.

Limits

Workspace admins can cap how many agents each member may create, per role, from the AI Gateway tab in Team Management. If you reach the limit, Bokapsys tells you when you try to create another agent. Questions you ask through an agent use your workspace’s AI allowance in the same way as any other Smart Chat question.

Related

Smart ChatWhere agents answer your questions.

WorkflowsAutomate reports on a schedule.

Team and rolesPermissions and AI limits per role.