# AI quick actions

AI quick actions let you tell Breww what you need in your own words, and Breww prepares it for you. Type a message, record a voice note or attach a file, such as a customer's purchase order, and Breww's AI works out the orders, tasks, CRM activities and other records you're asking for. You check each one before it's applied, unless your brewery has chosen to let Breww apply the ones it's confident in automatically.

One message can ask for several things at once. For example, "2 kegs of Floral Haze IPA for Riverside Taproom on Friday, and remind me to call them next week" prepares an order and a task.

> **Note:**
> AI quick actions are in beta. They are free to use while in beta, subject to fair use, and pricing will be confirmed before the beta ends.

## What AI quick actions can do

| Kind of action             | What it does                                                                                                                           | Permission needed to apply it                                                                                |
| -------------------------- | -------------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------ |
| **Order**                  | Creates an order for a customer, including free samples. You can attach a purchase order, or ask for "the same as last time"           | **General sales**                                                                                            |
| **CRM activity**           | Logs a CRM activity on a customer, such as a call, a visit or a note of what they said                                                 | None                                                                                                         |
| **Task**                   | Creates a task for you or a colleague, due when you say                                                                                | None, but **General sales** for a task linked to a customer and **General production** for a production task |
| **Batch reading**          | Records readings on a batch, such as gravity, temperature or pH                                                                        | **General production**                                                                                       |
| **Contact**                | Adds a contact to a customer, lead or supplier, or changes the name, job title, email address or phone number of one they already have | **General sales**                                                                                            |
| **Preferred contact time** | Changes the days and times a customer or lead prefers to be contacted                                                                  | **General sales**                                                                                            |

Anyone at your brewery can ask for any of these. If you don't have the permission to apply an action yourself, Breww still prepares it, and it waits for someone who does to approve it. The **How to use** tab lists the kinds of action you can create yourself, with examples, and the ones that will need someone else's approval.

A few things to know about how Breww reads a message:

- **Name things as you would to a colleague.** Breww searches your customers, products, users, batches and vessels for the records you mean, and shows you which ones it chose.
- **Orders only go to customers and leads.** An order for a lead must be a free sample. Convert the lead to a customer first for a normal order.
- **Batch readings are recorded in your units.** If the message gives a reading in another unit, such as "64F" or "12 plato", Breww converts it to the unit your brewery records that reading in, and the action shows both values.
- **AI quick actions work on records you name.** A message asking for something to be done to many records at once, such as "a task for every customer in Banbury" or "a reading for every full vessel", is declined. Send it again naming the records you mean, up to 10 at a time.

## Sending a message

There are three places to start an AI quick action:

- **The dashboard.** The **AI quick actions** card at the top of your dashboard has a message bar. Type what you need and press the send button, or press the microphone button to record a voice message. The buttons under the bar start a message of each kind for you, such as "Order for" or "Remind me to", and show a hint about what to include.
- **The AI actions button.** **AI actions** in the top bar opens the AI quick actions window from any page in Breww. On a phone, it's the magic wand icon in the top bar.
- **The Breww mobile app.** AI quick actions have their own tab in the app.

![The AI quick actions card on the dashboard, with a message bar, a microphone button and a button for each kind of action](https://storage.googleapis.com/breww-user-uploads/markdown-embedded/7b07ab497ff6cfedb23f8ffdc1b4c906d503f78e6449a847ecca78f5fd2616be.png)

The AI quick actions window has three tabs: **New action**, **Previous actions** and **How to use**. On **New action**:

1. Type your message in **Message**, or select one of the examples under **Try something like** to fill it in.
2. To include a file, drop it into **Attach files** or select **browse files**.
3. Select **Send**. To speak your message instead, select **Record**, then **Stop and send** when you're done, or **Discard** to start again.

![The New action tab of the AI quick actions window, with a message box, file attachments, Record and Send buttons and example messages](https://storage.googleapis.com/breww-user-uploads/markdown-embedded/210d5da0a45e0024e3c73a1565d4593037ba6dbab3a15e877763d6ca86a577ec.png)

A message can be up to 2,000 characters, and a recording up to 2 minutes.

### Attaching files

You can attach up to 5 files to a message, each up to 10 MB. Breww reads:

- PDFs, including scanned ones
- Photos, such as a handwritten note or a printed order
- Word, Excel, PowerPoint, Apple Numbers and OpenDocument files, RTF, CSV and text files
- Emails saved as `.eml` or Outlook `.msg` files, including the files attached to them
- Voice recordings, which are transcribed like a spoken message

If Breww can only read part of a file, for example a long scanned PDF where it reads the first 10 pages, every action from that message says so and is never applied automatically, so you can check nothing was missed. If Breww can't read a file at all, the message page marks it with **Breww could not read this file** and says why, such as the file being damaged or password protected.

## After you send a message

Breww takes a few seconds to read your message. You don't need to wait: you can close the window and carry on working. When it's done, the window shows how many actions were prepared and what happened to each one, with a button for the next step, such as **Review the order**.

![The AI quick actions window after a message has been read, showing two actions prepared and waiting for review](https://storage.googleapis.com/breww-user-uploads/markdown-embedded/421ac24922bf70f7bfd0f41249abb8f3d99456a98df51d90dfd8c5aa34ff074f.png)

When actions are waiting for review, a count shows on the **AI actions** button, and the dashboard card shows how many are waiting with a **Review** button. The count only includes actions you could approve yourself.

If Breww can't find anything to do in a message, it says so and lists what it can create. Select **New message** to try again.

## Reviewing actions

Each message has its own page, which shows what you sent and a card for every action Breww prepared. Open it from the button in the AI quick actions window, from **Previous actions**, or from the list of messages (see "Your message history" below).

Each action card shows:

- **What it prepared**: the details of the order, task or other record, with a link to each record it found, such as the customer or the product.
- **How sure it is**: **Very confident**, **Fairly confident** or **Not very confident**, with Breww's reasoning. Anything you should check, such as a customer chosen from several with similar names or a due date Breww had to assume, is listed here.
- **Needs fixing**: anything that must be changed before the action can be applied, such as a missing customer or a requested delivery date in the past.
- **Next steps**: the buttons to apply, edit or reject the action.

![An order action on the message page, showing the customer, delivery details, products with prices, how confident Breww is and the next step buttons](https://storage.googleapis.com/breww-user-uploads/markdown-embedded/43697775b050be57c5be13d5c7ac4c1a8d12070a6d907598b1ceaf802411538b.png)

To deal with an action:

- **Approve** applies it, creating the task, CRM activity, batch reading, contact or preferred contact time.
- For an order, **Create as draft** creates a draft order you can check on the order page first, and **Create and confirm** creates and confirms it in one step, with the same checks as confirming it on the order page, such as credit limits and delivery rules.
- **Edit** opens the action so you can correct it before it's applied. On an order you can also edit or delete a single product line from the **Products** table.
- **Reject** discards the action. Nothing is changed.

Once an action is applied, its card links to what it created, such as **View order** or **View task**. A contact change still shows what each detail was before it changed.

### How Breww understood your message

Under the action cards, **How our AI understood your message** highlights each phrase Breww used to fill in part of an action, and lists what it took each phrase to mean. The **Match** column shows whether a record was found by its exact name (**Same name**), by a similar one (**Close name, worth checking**), or worked out from the message (**Interpreted**). A close name is worth checking before you approve.

![The How our AI understood your message card, with numbered highlighted phrases and a table of what each one was understood as](https://storage.googleapis.com/breww-user-uploads/markdown-embedded/65d4d619eba0d68f698873ee5d1b71112c07db66b8aa65aeba6b2ed6a4ee942d.png)

### Who can review actions

Everyone can see and deal with their own messages. To see everyone's messages, and approve or reject other people's actions, a user needs the **Review AI quick actions** permission. No system group includes it, so grant it through a custom group or as an additional permission (see [User groups and permissions](https://breww.com/docs/user-groups-and-permissions/)). Approving an action also needs the permission for that kind of action, listed in the table above, so a production user with **Review AI quick actions** can approve someone else's batch reading, but not their order.

When an action was asked for by someone without the permission to create it, its card says who is missing which permission. Someone with that permission can approve it, and the person who sent it can still reject it.

## Your message history

The **AI quick actions** list shows past messages, with what kinds of action each prepared and their status. Open it from **See all history** on the **Previous actions** tab. It has up to three tabs:

- **My messages**: the messages you've sent.
- **Needs review**: messages with actions you could approve that are still waiting.
- **All messages**: every message at your brewery, for users with the **Review AI quick actions** permission.

![The AI quick actions list, with My messages, Needs review and All messages tabs](https://storage.googleapis.com/breww-user-uploads/markdown-embedded/6df8e9f0a214ea5b60a35424aff1c81307e2f549bfe76d0b2ddba5cacb237857.png)

## Applying actions automatically

By default, every action waits for someone to review it. If you'd rather Breww applied the actions it's confident in straight away, you can choose this for each kind of action under **Settings** -> **Business, duty & account** -> **AI quick actions**. You'll need the **Settings** permission.

For each kind of action, choose one of:

- **Never, always review**
- **High confidence only**
- **High or medium confidence**

When orders can be applied automatically, **Orders applied automatically are created as** sets whether they're created as **Draft orders** or **Confirmed orders**.

![The AI quick action settings, with an Apply automatically level for each kind of action](https://storage.googleapis.com/breww-user-uploads/markdown-embedded/5778377bcd2476d4277f865325f45831f7a16eb53ff1587ba15b7ee69b5435b6.png)

> **Warning:**
> Actions applied automatically are not checked by a person first. AI can make mistakes, so choose these levels with care.

Even with these settings, an action always waits for review when:

- The person who sent it doesn't have the permission to create it.
- It came from part of a file or email that Breww couldn't read in full.
- It has anything listed under **Needs fixing**.
- It changes an existing contact. Only new contacts can be applied automatically.
- It came from an email that isn't linked to one of your users. See [Emailing AI quick actions to Breww](https://breww.com/docs/ai-quick-actions-by-email/).

Some actions are never rated High confidence, so they're only applied automatically when the setting is **High or medium confidence**. These include a free sample for an existing customer, an order copied from an earlier one, a batch reading that marks an original gravity, final gravity or final ABV, an action where Breww chose a record from several possible matches, and one where it had to assume a value the message didn't give, such as a due date.

Actions that were applied automatically show as **Applied** on the message page, so you can still check them afterwards.

## Questions for Cooper

AI quick actions create things for you. If your message is really a question about how to use Breww, such as "How do I change the VAT number on my invoices?", Breww says **That's a question for Cooper** and offers **Ask Cooper**. This opens a new conversation with Cooper, Breww's support assistant, with your question already asked. If a message has a question alongside other actions, the question shows as a support request on the message page, with **Get support** to pass it to Cooper or **Dismiss** to ignore it.

To ask Breww's team a question at any time, select **Need help?** in the main menu, then **Ask a question**. See [Need help?](https://breww.com/docs/need-help/).

## Telling us when our AI gets it wrong

If our AI didn't do what you wanted with a message, open the message page and select **Send to Breww**. Tell us what it should have done and select **Send to Breww** again. This gives Breww's team permission to review the message, including any attachments or recording, and what our AI did with it, so we can improve AI quick actions. A message can be sent to us once.

![The Send to Breww window, asking what our AI should have done](https://storage.googleapis.com/breww-user-uploads/markdown-embedded/8ea3c4648301590d5c8c4898e282922d10f9dd828aa7c20c53c0ba4d3f98245f.png)

## Fair use

AI quick actions are subject to a monthly fair use limit for your brewery. If it's reached, Breww says so when you send a message, and the limit resets at the start of the next month. There's also a limit on how many messages one person can send in an hour.

## How long messages are kept

- **Voice recordings** are deleted after 90 days. The transcript is kept, and the message page still shows that the message was spoken.
- **Attached files** are deleted a year after they were sent, along with the text Breww read from them.

The actions themselves, and anything they created, are kept. Keep your own copy of any file you need.

## Turning AI quick actions off

AI quick actions are on for every brewery. To turn them off, go to **Settings** -> **Business, duty & account** -> **AI quick actions** and disable **Enable AI quick actions**. The **AI actions** button then explains that they're turned off, and the dashboard card is hidden.