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Project Assistant Overview

By Grace Kamau | Updated

Access Groups: AI Assistants
Project Permissions Needed: Project Administrator

Overview

The Project Assistant simplifies daily administrative tasks—boosting productivity and saving you time to focus on essential work. Synthesizing data, activity, and files across the project, the Project Assistant streamlines your everyday tasks and lets you quickly and effortlessly surface insights and take action. 

The Project Assistant can:

  • Extract and summarize information from files, including meeting transcripts
  • Search project data and files to answer your questions
  • Collect and organize data in formats such as lists and tables
  • Write content such as emails and status reports
  • Create and update project data for you
  • Deliver insights about the project

project assistant modal.png

Note: Kantata AI must be activated on the account and you must be a Project Administrator with the Access Group permission to use the Project Assistant.

How to Activate Project Assistant in a Project

  1. Select the Project Assistant icon in the main app bar.
    select project assistant in app bar.png
  2. In the modal that opens, select Activate Project Assistant.
    select activate project assistant2.png
  3. The Project Assistant will take a few moments to activate. Once complete, a list of suggested prompts will appear.
    project assistant modal.png
Note: Activation only needs to be done by one person per project.

Using the Project Assistant

Note: You must be a Project Administrator and have the Access Group permission to use the Project Assistant.

The Project Assistant has a conversational interface that you interact with via natural language. You can select a suggested prompt to quickly start a conversation or type your message in the message field.

Once you’ve sent a message, the Project Assistant may take a few moments to reply. Don’t close the modal while the Project Assistant is working, otherwise your conversation will be erased.

thinking.png

Before creating or updating data, the Project Assistant will ask for confirmation—allowing you to review and verify changes first.

confirm task creation3.png

The Project Assistant’s responses may include a citation. Hover over the Source icon to see the source of its response.

source.png

You can rate the Project Assistant’s responses and share feedback via the Good response and Bad response buttons.

select thumbs up or down.png

send feedback.png

To view the suggested prompts, select the Help icon in the upper-right of the modal.

project assistant help menu.png

New project data, activity, and files are not automatically available to the Project Assistant. To keep the Project Assistant up to date with the project, you must manually update it by selecting the Refresh icon.

refresh project assistant.png

Ask the Project Assistant to “show me what you can do” for detailed information about what data it has access to in a particular project, what actions it can take, and additional prompt suggestions.

project assistant show me what you can do.png

Note: When you close the Project Assistant modal, your chat history is erased.

TIP

Be as clear and specific in your messages as possible.
Your organization may use terminology that differs from the terminology within Kantata (e.g. referring to projects as engagements). For the best results, use Kantata terminology with the Project Assistant.

How to Refresh the Project Assistant’s Data

New project data, activity, and files are not automatically available to the Project Assistant. To keep the Project Assistant up to date with the project, you must manually update it.

  1. Within a project, select the Project Assistant icon in the main app bar.
    select project assistant in app bar.png
  2. In the modal that opens, select the Refresh icon.
    refresh project assistant.png
    The Assistant refreshes. This may take a few moments.
Note: Once refreshed, the Project Assistant is updated for all users who have access to it.

To see when the Project Assistant was last updated, hover over the Refresh icon. Hover text appears with the last update date.

project assistant last updated hover text.png

What Data Can the Project Assistant Access?

The Project Assistant has access to the following data:

  • Activity Feed posts and activity
  • Custom field values
  • Custom fields
  • Expenses
  • Files
  • Payments
  • Project health reports
  • Project participants 
  • Project resources
  • Projects
  • Roles
  • Scheduled hours
  • Task assignments
  • Tasks (excluding followers and checklists)
  • Time entries
  • Time off entries
  • Timesheets
  • Users

The Project Assistant does not have access to the following data:

  • Access Groups
  • Allocations
  • Backup time approvers
  • Billable utilization targets
  • Cost rates
  • Currencies
  • Custom branding
  • Custom field sets
  • Expense budgets
  • Expense categories
  • Expense reports
  • External references
  • Foreign exchange tables
  • Gantt baselines
  • Groups
  • Holiday calendars
  • Holidays
  • Insights access groups
  • Insights dashboards and reports
  • Invoices
  • Legacy estimates
  • Organizations
  • Project accounting records
  • Project colors
  • Project invoice preferences
  • Project snapshots
  • Project templates
  • Pulse surveys
  • Rate cards
  • Resource requests
  • Skill categories
  • Skills
  • Task checklists
  • Task followers
  • Task status sets
  • Time entry locations
  • Time locks
  • User account information (corresponding to information in the Account Member side panel)
  • Vendors
  • Workweeks

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