Practical knowledge for Swiss SMEs

AI assistant

Guides for “AI assistant” in : step by step, with the place in the menu, the steps and the limits.

AI assistant

AI assistant

11 guides

In conversation

Handle everyday Sales tasks in conversation

AI assistant in Sales | base

In the conversation, change deal stages, edit deals and contacts, complete or reschedule your sales activities, create or convert leads and comment on deals, contacts or leads. Ambiguous names are clarified before preview and approval.

Step by step

Open the AI assistant and state the task, e.g. “Move the deal New building offer to the Negotiation stage”. If a detail is missing or several entries match, the assistant asks and offers suggestions as buttons.
Your approval runs the action with your permissions. Comments may notify mentioned people.

Manage contacts in conversation

AI assistant in Sales | base

Exclude or reinstate contacts, add findings, remove relationships, assign people, set bases and potential, set blocking exceptions and lift technical delivery blocks.

Step by step

Name the contact or the company and person. If information is missing or ambiguous, answer one clarification question.
Check the details in the preview and approve the action.

Manage sales cases in conversation

In the Sales | base AI assistant

AI rejects cases, passes on corrections, changes classifications, saves drafts, requests initial contact drafts, sends your approval emails and approves cases.

Step by step

Specify the action and case or contact.
Clarify missing or ambiguous details.
Check the preview and approve the action.

Sales processes and leads in conversation

In the Sales | base AI assistant

AI requests follow-up drafts, postpones processes, clarifies uncertain actions, retries failed actions, recalls processes and edits or disqualifies leads.

Step by step

Specify the action and the title of the process, deal or lead.
Answer questions about the action, date, reason, changes and displayed lead version.
Review the preview and authorise the action.

Edit deals and activities in conversation

In the Sales | base AI assistant

AI creates draft quotes, replaces deal teams, sets hot flags, undoes stage changes, edits or reopens activities and reschedules appointments.

Step by step

Specify the action and the title of the deal or activity.
Answer the questions and review the preview.
Authorise the action.

Leads and deal offers in conversation

In the Sales | base AI assistant

AI reviews, qualifies, merges and assigns leads, recalculates their score, saves deal offers and converts deal documents.

Step by step

Specify the action and the lead or deal title.
Answer the individual questions about the target, assignment, items and version.
Review the preview and authorise the action.

Manage contacts in conversation

In the Sales | base AI assistant

AI decides on suggestions, checks websites, manages contact methods and allocation exceptions, merges contacts and reverses merges.

Step by step

Specify the action and the contact name.
Answer the questions about the target and details.
Review the preview and authorise the action.

Contact blocks, tags and research in conversation

In the Sales | base AI assistant

AI manages business blocks, tags and delivery suppression and generates UID research and qualification suggestions after clarification, preview and authorisation.

Step by step

Specify the action and contacts by name.
Answer the question to clarify ambiguous details.
Review the preview and authorise the action.

House knowledge & AI operation

Company knowledge

Sales | base › Management › Knowledge base

Collects rules, experience, and knowledge about customers and the market, with source and validity. Suggestions only take effect once a person accepts them.

Step by step

At the top, look at the open suggestions and choose “Accept” or “Discard” (with a reason) for each.
Below, check the entries; source, evidence and validity are shown.
On the right, use “Record knowledge” to enter type, title, content, keywords, source, evidence and “Valid until”.
Hide outdated items with “Deactivate” or correct them with “Edit”.

AI queue

Sales | base › Management › Diagnostics › AI queue

Shows jobs sent to the AI assistance with status, error, model and open field suggestions, plus the provider status.

Step by step

At the top check the provider status (connected, test mode or off).
Filter by status: waiting, running, done, error, cancelled.
For errors read the message; accept or reject open field suggestions on the contact card.
Stop a waiting or running job with “Cancel” (a second click confirms).

Local collector

Sales | base › Management › AI queue › Local collector

A computer in your company collects the Sales | base AI drafts (replies, follow-ups, corrections) and writes them with your own Claude subscription. Classifying incoming mails stays with the KMU | base AI service. If it does not deliver within the time limit, the AI service takes over. You sign in to Claude on your computer.

Step by step

Turn on “Use the local collector” and choose the time limit (default 120 seconds).
Download the setup file for Windows or Mac and open it with a double-click.
Follow the instructions. When Claude asks you to sign in, use your Claude account, then close the window.
The computer will appear here as “connected” in a few seconds.
The status window shows live how many tasks were done locally and how many went to the AI service.
To remove it, download the matching removal file and double-click it. Then revoke the key in the list.
Windows: if SmartScreen asks, choose “More info”, then “Run anyway”. Mac: the first time, right-click, choose “Open”, and confirm.
The setup file contains your personal key. Do not share it; it deletes itself after setup succeeds. Creating keys manually is for advanced users.

Good to know

Data protection: tasks contain e-mail content and customer data. They leave KMU | base encrypted for the computer, where your AI program processes them with its provider – under your responsibility (subscription, data processing agreement, storage location). In KMU | base, task and answer are deleted once done; only status, time and model remain.
The key is stored only as a fingerprint. A lost key cannot be shown again – revoke it and create a new one.
A computer counts as ready if it reported within the last minute. If none is ready, KMU | base does not wait and asks the AI service directly.
Without AI | base there is no fallback: if the computer does not deliver, the template or manual classification remains.
The collector only works if AI is turned on for your company, no emergency stop applies and you have expressly consented to processing on your own computer. An emergency stop returns open tasks to the AI service immediately.
Keys are valid for 90 days and only while the responsible person is active and holds the automation right. They cannot be created in support access or when viewing as another person. Creating, extending, revoking and every collection appear in the access log.
Drafts from the collector are marked “local collector” in the case – read them carefully before approving.
A key only collects drafts triggered by its responsible person; if that person sees all data in Sales, also those of others. Drafts from background runs belong to the person responsible for background runs.

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