Using MaxAI for Approvals

From 25.1.0 release onwards, you can use MaxAI to execute the following approval actions in Plan:

Listing Approvals
Creating Approvals
Assigning Approvals
Updating Approval Status and Due Date
Assigning Offers or Offer Lists to Approvals

Accessing MaxAI Assistant

Before you access the MaxAI component, ensure that it is deployed and configured. If you cannot locate or access MaxAI, contact your Administrator to configure it. MaxAI is compatible with HCL Unica+ 25.1.0 version.

To access MaxAI, complete the following steps:

In the header, click the following button:
The MaxAI Assistant panel opens:

In the Ask to MaxAI textbox, you will see two icons:

Microphone icon - Click the Microphone icon to recite your query. You will need a microphone to input your query via voice. The result appears in the window.
Note:
- Confirm the compatibility and limitations of your browser with your microphone.
- Ensure that you have activated microphone access on your browser.
- Refresh the page after enabling microphone access.
Headphone icon - Click the Headphone icon to start a conversation with the MaxAI Assistant. You will need a headphone or earphone, and a microphone to input your query via voice and to listen to the response from the MaxAI Assistant.
Note:
- Confirm the compatibility and limitations of your browser with your headphone.
- Ensure that you have activated headphone access on your browser.
- Refresh the page after enabling headphone access.
For the responses received from MaxAI Assistant, you can select the Thumbs Up icon or the Thumbs Down icon.
- Thumbs Up icon - If you select the Thumbs Up icon, a Help us improve panel opens. You will see the following options:
  - Factually correct
  - Easy to understand
  - Informative
  - Creative/Interesting
  - Well formatted
  Based on your experience, select one or more of the earlier provided options. Additionally, you can provide a detailed feedback in the Please feel free to add additional details textbox. Click the Submit button after providing the feedback.
  The positive feedback helps MaxAI to remember the correct responses.
- Thumbs Down icon - If you select the Thumbs Down icon, a Help us improve panel opens. You will see the following options:
  - Not factually correct
  - Didn't follow instructions
  - Wrong language
  - Poorly formatted
  - Generic/Bland
  Based on your experience, select one or more of the earlier provided options. Additionally, you can provide a detailed feedback in the Please feel free to add additional details textbox. Click the Submit button after providing the feedback.
  The negative feedback helps MaxAI to remember the incorrect responses and ensure such responses do not appear for similar queries posted later by other users.

How to Use Prompts?

Use verbs like Create, List, Approve, Assign, and Modify. Provide criteria or details.

Examples for Good Prompt vs Bad Prompt


Prompt	Good / Bad?	Reason?
Create approval.	Bad	Missing details.
Approve the pending budget approval request.	Good	Clear action + object.
Approve.	Bad	No object.
Assign Mark as approver for approval Car Loan.	Good	Specific request ID + role.

Example Queries


Action	Description	Examples
LIST	To see a list of available approvals: Ask for created approvals Ask for assigned approvals Ask for all approvals: Created and Assigned	`Show me all approvals that are assigned to me` `List approvals created by me` `Give me all approvals`
CREATE	To create a new approval	`Create an approval named 'Campaign Approval' due in 5 days` `Create approval 'Travel Approval' with due date 2024-12-31 and offer list 'Year End Deals'` `Create approval 'Expense Report' and assign to John` `Create 'Budget Approval' approval due in 10 days and assign to Alice and Bob` `Create 'Budget Approval' approval due in 10 days and assign to Alice and Bob in sequential order` `Create 'Budget Approval' approval due in 10 days and assign to Alice and Bob in parallel sequencing` `Create approval 'Contract Review' with offer 'Discounted Rate' and assign to 'Charlie' which is due in 10 days` `Create 'Vendor Agreement' approval with offer list 'Q4 Promotions' and assign to Frank` `Create approval with below details: Name: Auto Car Loan Due date: 31-03/2025 assignee: David offer: Car Loan1` If you create an approval without assigning a security policy, the system assigns the default security policy to the approval. For example: `Create approval with below details: Name: Auto Car Loan Due date: 31-03/2025 assignee: David offer: Car Loan1` In this case, system assigns the default security policy to the approval. If you create an approval and security policies have already been created, the system prompts you for to assign a security policy. For example: `Create approval with below details: Name: Auto Car Loan Due date: 31-03/2025 assignee: David offer: Car Loan1` In this case, system prompts you to assign from the available security policies: `Global \| Local`. Type one of the available values. Creating an approval with the security policy. For example: `Create approval with below details: Name: Auto Car Loan Due date: 31-03/2025 assignee: David offer: Car Loan1 security policy: global` In this case, system sets the security policy mentioned by you.
ASSIGN	To assign an existing approval to a user or update the due date of an approval.	`Assign the 'Expense Report' approval to John` `Give the approval 'Project Plan' to Jane and Bob` `Give the approval 'Project Plan' to Jane and Bob in sequential order` `Give the approval 'Project Plan' to Jane and Bob in parallel` `Assign due date of 05/01/2026 to approval Marketing Campaign Budget` `Set the due date for 'Travel Request' approval to 2024-12-31` `Set the due date for 'Travel Request' approval to 2024-12-31 and assign to John`
UPDATE STATUS	To change the status of an existing approval, including approving the approval or denying the approval.	`Submit 'Travel Request' approval for review` `Cancel the review of 'Travel Request' approval` `Finish the review of 'Purchase Order' approval` `Approve the approval 'Purchase Order'` `Deny the approval 'Travel Request'` `Update approval status to approved` `Change status of 'Marketing Campaign' approval to denied`
OFFERS	To add an offer or offer list to an existing approvals	`Add offer 'Summer Sale' to 'Marketing Campaign Budget' approval` `Attach offer list 'Holiday Deals' to 'Year End Approval' approval`