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Using the Inbox Assistant
Who is this article for?
Users looking to use Ideagen Mazlan Inbox Assistant functionality.
Ideagen Mazlan access is required.
The Inbox Assistant, powered by Ideagen Mazlan, helps you understand and prioritise your Ideagen Quality Management inbox without manually opening and scanning every item.
This article explains where to access the functionality and how to get the most out of it.
Inbox Assistant is a pilot feature
This feature is available to selected pilot users only. It is disabled by default and must be enabled for your account by your Ideagen contact.
Accessing the Inbox Assistant
To access the Inbox Assistant:
- Sign into Ideagen Quality Management via Mazlan Home.
- Go to the Inbox view.
- Click the Mazlan AI nutton.
The chat panel will open on the right-hand side of the screen.
No Ideagen Mazlan button?
If the Mazlan AI button is not visible, the feature has not been enabled for your tenant. Contact your Ideagen Customer Success Manager.
Using the Inbox Assistant
Input
Using plain English, you can ask what needs your attention, search your history across workflows, documents, training, and tests, and get a clear picture of what to act on first.
Below are a few examples of queries to get you started.
What you want to do |
What you can enter |
|---|---|
| Summarise and prioritise your inbox | "Show my inbox.", "What should I focus on today?", "What's overdue"? |
| Filter by module | "Show my documents inbox.", "What tests do I have pending?", "Show my workflow tasks." |
| Search your history | "What trainings have I completed?", "Did I already submit that NCR?", "Show my workflow history." |
| Check sign-off status | "Who needs to sign off on my safety training?", "Has my training been approved?" |
Important
The Inbox Assistant is read-only. It retrieves and analyses your inbox data only. It does not create, submit, approve, or complete any records on your behalf.
Capabilities
To help manage expectations, we also put together some examples of what the Inbox Assistant can and cannot do.
Can |
Cannot |
|---|---|
| Summarise and prioritise your inbox across all modules | Submit, approve, sign off, or complete any record |
| Search your document, test, and workflow history | Create or edit any document, training, or workflow |
| Resolve training sign-off status and show pending approvers | Access other users' inbox or history data |
| Filter results my module, keyword, date range, or ID | Retrieve report history |
| Render charts and graphs on request | Predict future due dates or retake schedules |
| Handle follow-up questions in the same session | Tell you why a record was rejected or cancelled |
Understanding the Inbox Assistant
Inbox summary
When you ask Mazlan to show your inbox or tell you what to focus on, it retrieves your live inbox data and presents a prioritised summary grouped by module.
Ranking items
Mazlan classifies items as critical based on urgency:
- Expedited - items flagged as expedited appear first
- Late - items that have passed their due date
- Approaching - items due within the next 7 days
Up to three critical items are shown per module. You can ask to see more at any time.
Module-specific rules
Below are some module-specific rules to bear in mind:
- Documents - Items at Approve stage rank above Review stage. Items at Edit stage are not surfaced in the critical list as these are work in progress.
- Workflows - Only workflows where you need to take the next action are shown as critical. Workflows you are collaborating on (but not responsible for the next step) are excluded.
- Reports - Reports are not shown in the Inbox Assistant. If you need to view reports, open them directly from your inbox.
History queries
When you ask about past records, Mazlan searches your action history across workflows, documents, training, and tests.
Document history
You can ask about documents you have been involved with in any role (approver, reviewer, editor, or publisher).
Test history
You can ask about tests you have submitted or completed.
Training history
You can ask about trainings you have taken, completed, or that are awaiting sign-off.
A training is only shown as completed when it has been fully signed off. If you have taken a training but it is still awaiting a verifier's sign-off, Mazlan will tell you and show you who is blocking it.
Workflow history
You can ask about workflows you have been involved in as an initiator, responsible party, or collaborator.
Known limitations
As this is a pilot release, the following limitations apply:
- Workflow task completion is not yet available - Mazlan can surface workflow tasks and tell you what action is needed, but cannot yet open the task and guide you through completion. This will be introduced in a future release.
- Report history is not supported - The Inbox Assistant does not retrieve or search past report records. View reports directly from your inbox.
- Session data is not retained - Each conversation is a fresh session. Mazlan does not remember previous conversations.
- Accuracy - Mazlan works from live system data and does not fabricate results. However, if data in the system is incomplete or inconsistent, responses may not reflect the full picture. Always verify critical items directly in the system.
Getting the most out of the Inbox Assistant
To get the most out of the feature:
- Be specific about the module - Saying "show my training history" gives faster, more focused results than "show my history".
- Use date ranges - Say "trainings I completed last year" or "tests from the last 3 months" help narrow results.
- Ask follow-up questions - After each response, Mazlan suggests numbered follow-up questions. Reply with the number to continue.
- Ask for a chart - If you want to visualise data (e.g. "show me a chart of my sign-off bottlenecks"), say so explicitly and Mazlan will render a graph.