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Document Dispatch - Copilot

Use Copilot to process emails in Document Dispatch

Document Dispatch offers an OpenAI integration designed to enhance email management. This integration facilitates the creation, translation, optimization, and validation of emails, streamlining the workflow and improving efficiency. Users can use the power of AI to expedite email-related tasks, ensuring a more productive and effective communication process with Document Dispatch.

Setting up Document Dispatch Copilot

Document Dispatch Copilot is an OpenAI integration in the Document Dispatch setup. To utilize this integration, users needs to have an active OpenAI account. The following steps need to be completed to activate the integration.

  1. Navigate through the Document Dispatch - Administrator role center.
  2. Navigate to Setup then General tab.
  3. In the Home section in the ribbon bar, click on Open AI Endpoint.
  4. Enter the Endpoint, Model, and Secret.
  5. Click on Test the connection to Azure OpenAI to verify the connection.
  6. Click on OK to save the settings.

Dispatch profile settings

Document Dispatch Copilot needs to be activated and configured in the dispatch profile settings. The following steps need to be completed to activate the integration.

  1. Navigate through the Document Dispatch - Administrator role center.
  2. Select Dispatch Profile from the Setup menu in the ribbon bar.
  3. Select the desired Dispatch Profile.
  4. Click on Output Type Setup in the ribbon bar.
  5. On the Open AI section, activate the Enable Open AI checkbox.
  6. Click on Email Placeholders in the ribbon bar.

  7. In the information field enter the desired information based on the mapping field. All the information fields needs to be filled, these fields will be used by the AI to generate the email.

    Example

    Bill-to Name for can be written as Recipient in the Information field.

Using Document Dispatch Copilot

Document Dispatch Copilot can be used in the following scenarios:

  • Email Templates

    • Create Email Template
    • Translate Email Template

  • Email Dialog

    • Create Email
    • Create Email Subject
    • Translate Email
    • Validate Email
    • Optimize Email

Email Template

Create Email Template

Users can use Document Dispatch Copilot to create email templates. The following steps need to be completed to create an email template.

Note

The Document Dispatch language and Dispatch Profile needs to be configured before creating an email template.

  1. Navigate through the Document Dispatch - Administrator role center.
  2. Select Email Templates from the Output menu in the ribbon bar.
  3. Create a new Email Template or choose an existing one.
  4. Click on a Language Code or create a new one.
  5. Click on Create Template with Copilot in the ribbon bar.
  6. A preview of the email template will be displayed as a draft. Here you can regenerate the draft, or modify the draft. Clicking on OK will save the template.

Warning

  • Saving a new email template will overwrite the existing template.
  • AI response answer may be vary, it is recommended to review the generated email template before saving it.

Translate Email Template

Users can use Document Dispatch Copilot to translate email templates from one language to another language. The following steps need to be completed to translate an email template.

  1. Navigate through the Document Dispatch - Administrator role center.
  2. Select Email Templates from the Output menu in the ribbon bar.
  3. Choose an existing Email Template.
  4. Click on a Language Code which already have a template in it.
  5. Click on Translate Template with Copilot in the ribbon bar.
  6. Choose the desired language code to translate the template to. The language(s) displayed are only the language(s) that are configured in the Document Dispatch language setup.
  7. Click OK after choosing a desired language.
  8. The preview of the translated email template will be displayed as a draft. Here you can review and modify the draft. Clicking on OK will save the template.

Known issues

  • Upon translating the template, the AI may completely change or remove the template format, (e.g. images, spacing, font weight, etc.). It is recommended to review the translated template before saving it. If this occurs, try retranslating the template by redoing the steps above.

Email Dialog

Document Dispatch Copilot can be used in the Email Dialog to help users generate or optimizing emails. The following steps need to be completed to open the Email Dialog and access the Document Dispatch Copilot.

  1. Navigate to a page with a configured Dispatch Profile (e.g. Posted Sales Invoice).
  2. Select the desired record.
  3. Click on the action list of Document Dispatch Factbox.
  4. Click on Send Dialog.
  5. Click on Create with Copilot in the ribbon bar.
  6. A new window will be opened with the Document Dispatch Copilot. Here you can generate the email, translate the email, validate the email, or optimize the email. A language option will also be shown, which can be used to choose the desired language.

Info

The language(s) displayed are only the language(s) that are configured in the Document Dispatch language setup.

Create Email

Users can use Document Dispatch Copilot to create new email. The following steps need to be completed to create an email.

  1. Click on the Copilot Text Editor.
  2. Click Create draft.
  3. A preview of the email will be displayed as a draft. Here you can review and modify the draft. Clicking on OK will save all of the email information in this page.

Create Email Subject

Users can use Document Dispatch Copilot to create a new email subject. The following steps need to be completed to create an email subject.

  1. Click on the Copilot Text Editor.
  2. Click Create Subject draft.
  3. A preview of the email subject will be displayed as a draft. Here you can review and modify the draft. Clicking on OK will save all of the email information in this page.

Optimize Email

Users can use Document Dispatch Copilot to optimize the written email. The following steps need to be completed to optimize an email.

  1. Click on the Copilot Text Editor.
  2. Click Optimize draft.
  3. A preview of the optimized email will be displayed as a draft. Here you can review and modify the draft. Clicking on OK will save all of the email information in this page.

Warning

Optimizing the draft, can sometimes completely change the email content. It is recommended to review the optimized email before saving it. If this occurs, try reoptimizing the email by redoing the steps above.

Validate Email

Users can use Document Dispatch Copilot to validate the written email, to know if the email is valid. The following steps need to be completed to validate an email.

  1. Click on the Copilot Text Editor.
  2. Click Validate draft.
  3. A preview of the validated email will be displayed as a draft. Here you can review and modify the draft. Clicking on OK will save all of the email information in this page.

Info

The validation message will be given in the system language.

Translate Email

Users can use Document Dispatch Copilot to translate email to another language. The following steps need to be completed to translate an email.

  1. Choose the desired language in the Language field.
  2. Click on the Copilot Text Editor.
  3. Click Translate draft.
  4. A preview of the translated email will be displayed as a draft. Here you can review and modify the draft. Clicking on OK will save all of the email information in this page.

Warning

Upon translating the email, the AI may completely change or remove the email format, (e.g. images, spacing, font weight, etc.). It is recommended to review the translated email before saving it. If this occurs, try retranslating the email by redoing the steps above.