Configuring Easy AI Global Settings in Easy8

Introduction

Easy AI in Easy8 includes smart assistants that help users work more efficiently. Administrators can control which AI features are available and who can access them through global settings. This article explains what the global settings include, how to manage them, and how activation works on both system and user levels.

Target Audience

Administrator

Understanding Easy AI Global Settings

Definition

Global settings for Easy AI are managed via the AI Assistant Dashboard in the Administration section of Easy Redmine. These settings determine a few common application options for AI.

How It Works

Accessing Global Settings

To open the Easy AI global settings:

Go to the global menu in the top-right corner
Navigate to Administration >> AI Assistant Dashboard

On the right side of this page, you will find several configuration sections.

Easy AI Settings

This section allows you to:

Define Easy AI lesser admin
Company info for Ask Assistant
Here you can define a basic context/info about your company that will always be used by the Knowledge Assistant (= Ask Assistant). You can use it, for instance, to define a tone of voice or style of communication used for all related Collections / Prompts.
Knowledge Assistant default prompt template selection

💡 Tip: Assigning testers lets you test prompt templates before enabling them for all users.

Easy AI Activation per User

In addition to global settings, each user must have AI activated individually in their user profile:

Go to Administration >> Users
Open the user profile and check “Easy AI assistants active”

If this box is unchecked, the user will not see any AI assistants — even if global settings are active. This applies to all users, including administrators.

Collections

A collection is a set of data sources used by the AI to generate accurate and helpful responses. These sources are used in assistants like the Knowledge Assistant. You can manage collections in Administration >> AI Assistant Dashboard.

There are following collection sources (that can be combined within one collection):

Attachment data sources – attached files
Web URL data sources – single web URL
Web Crawler data sources – website crawler
Confluence data sources – using Atlassian Confluence
Task data sources – using tasks defined by a filter
Knowledge Base data sources – using Easy Knowledge Base

Prompt Templates

Prompt templates define how the AI responds. Each template includes instructions for a specific use case and can be assigned to an assistant.

💡 Please note: Each assistant is a bit different. Some of them support custom prompts while others work only with a hard-coded “master prompt”.

In Administration >> AI Assistant Dashboard >> Prompt Templates, you can:

View and use pre-created templates
Create your own custom prompts
Assign templates to specific assistants (e.g. Knowledge Assistant, Write Assistant)
Choose visibility:
- Active – visible to all users
- Inactive – hidden from everyone
- Testing – visible only to selected Easy AI lesser admins

⚠️ Built-in prompts cannot be deleted. Custom prompts can be deleted, but not edited.

Feedback

Each AI response includes feedback icons (😊 / 😞) in the corner. Users can submit written feedback, which is collected under the Feedbacks section in the AI Overview inside Administration >> AI Assistant Dashboard.

This allows admins to review feedback and refine prompts based on user input.

Examples

A company enables AI globally, but limits access to testers. They set default prompts and assign collections to control what data the AI uses.
An admin enables AI Project Planner and disables HelpDesk Assistant. They also enable AI only for selected team leaders.

Conclusion

Easy AI global settings define how AI assistants behave in Easy8. They allow control over shared AI configuration, prompt behavior, collections, and user access. Activation is required both system-wide and per user for AI assistants to function correctly.