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FM Co-Pilot — User Guide

Last Updated: April 2026 | Version 1.0

Overview​

FM Co-Pilot allows Facility Managers and Operations teams to query platform data and take action using natural language. Queries run across the entire system — up to 50 records at a time. Results are returned in a conversation panel. Proposed changes require user approval before being applied.

Who It's For​

Facility Managers Querying operational data and taking bulk action across the system

System Administrators Performing cross-system analysis and bulk record management

Operations Teams Managing multiple records and generating quick data summaries

FM Co-Pilot requires feature-level access enabled by an administrator.

Where to Find It​

  1. Look for the AI button in the left side panel — available from any page in the platform
  2. Click it to open the FM Co-Pilot interface

Available on Web and Mobile

How to Use It​

Querying the System​

  1. Click the AI button in the left side panel to open the conversation interface
  2. Type a natural language query describing what you need (e.g., "Find all open work orders assigned to technician John Smith")
  3. FM Co-Pilot processes the query across the system and returns results in the conversation panel
  4. If FM Co-Pilot proposes changes — such as bulk updates, record creation, or deletions:
    • Review the preview of all affected records
    • Click Approve to confirm
    • Click Reject to cancel
  5. Close the interface by clicking X or navigating away

Using Prompt Templates​

Prompt Templates save frequently used queries for quick reuse.

  1. Run a query in FM Co-Pilot
  2. Once it executes successfully, click the Prompt Gallery icon in the conversation interface
  3. Click Save as Template and give it a descriptive name (e.g., "Assets Overdue for Maintenance")
  4. To reuse a saved template:
    • Click the Prompt Gallery icon
    • Select the template from the list — it populates the input field
    • Adjust parameters if needed and submit
  5. Templates can be edited or deleted from the gallery at any time

Using Voice Input​

Voice input supports hands-free queries with automatic language detection.

  1. Click the Microphone icon in the conversation interface
  2. Speak the query in a clear, natural voice
  3. The system transcribes the input automatically
  4. Review the transcription, then press Enter or click Send
  5. To cancel, click the Microphone icon again or press Escape

Real-World Example​

A Facility Manager needs to identify all assets overdue for service and create work orders for each.

  1. Click the AI button in the left side panel to open FM Co-Pilot
  2. Enter: "Find all assets where the last maintenance date is more than 6 months ago"
  3. FM Co-Pilot returns a list of 12 matching assets
  4. Enter: "Create a work order for each of these assets with priority set to High and assign to the maintenance team"
  5. FM Co-Pilot displays a preview of 12 new work orders
  6. Review the preview, then click Approve
  7. All 12 work orders are created instantly

Outcome: 12 work orders created and assigned without manual data entry.

Limitations & Considerations​

Global Record LimitFM Co-Pilot processes up to 50 records per query.
File Upload LimitFile uploads are limited to 10 MB per file.
Approval RequiredAll proposed changes require explicit approval before anything is saved — no changes occur automatically.
Personal TemplatesSaved prompt templates are personal to each user and not shared across the team.
Voice InputVoice input stops automatically after silence — for longer queries, speak continuously or type instead.
Empty Query ResultsIf a query returns no results, check that the relevant fields in the records are populated.
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