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Ask Calculus AI

L
Lavanya R
2 Jul, 2026 - Updated  3 months ago

Feature Availability

Vtiger Editions: One Growth | One Professional | One Enterprise | One AI

Introduction

Ask Calculus AI is an AI-powered assistant in Vtiger CRM that helps you retrieve information, create CRM records, generate reports, summarize records, draft content, and perform various CRM-related tasks using natural language.

Instead of manually searching for records, applying filters, or navigating through multiple modules, you can simply enter a request in Ask Calculus AI. It interprets your request, retrieves the required information, or performs the requested action, making everyday CRM tasks faster and more efficient.

For example, you can use Ask Calculus AI to:

  • Show Deals at risk.
  • Create a meeting with a customer.
  • Summarize a Deal or Case.
  • Generate a report for open Opportunities.
  • Draft customer emails and other business content.

The Ask Calculus AI icon is available throughout the CRM, allowing you to access AI assistance regardless of the module you are working in.

How Ask Calculus AI Works

Ask Calculus AI works through AI Agents configured in Vtiger CRM. AI Agents determine how Ask Calculus AI interprets prompts, retrieves information, accesses CRM data, and performs actions.

Administrators can create and manage AI Agents from Main Menu > Generative AI > Agent Designer. The behavior of Ask Calculus AI depends on the instructions, permissions, knowledge sources, and workflows configured for the assigned AI Agent. To learn more about AI Agents, see Agent Designer.

When you enter a prompt, Ask Calculus AI performs the following actions:

  1. Interprets your request.
  2. Identifies the appropriate AI Agent.
  3. Retrieves CRM data or generates an AI response, based on the request.
  4. Performs the requested action, if applicable.
  5. Displays the response.

For example, if you enter the prompt Show all Deals closing this week, Ask Calculus AI identifies that you are requesting Deal information, retrieves the relevant CRM records, and displays the matching Deals.

Customer-facing and Internal AI Agents

While configuring an AI Agent, administrators can enable the Customer-facing Agent option.

  • Enabled: The AI Agent is used for customer-facing interactions, such as website chatbots and external conversations.
  • Disabled: The AI Agent is used internally through Ask Calculus AI within the CRM.

This separation allows organizations to configure different AI experiences for CRM users and external customers.

Security

Every prompt submitted through Ask Calculus AI is tracked for usage and analytics. Sensitive information, such as email addresses and phone numbers included in prompts, is encrypted to help protect customer data.

Benefits

The benefits of using Ask Calculus AI are:

  • Retrieves CRM information using natural language without requiring complex filters or search criteria.
  • Creates CRM records, generates reports, summarizes records, and performs actions from a single prompt.
  • Provides instant answers to queries, such as Deal status, Contact history, Case summaries, and task updates.
  • Reduces the time spent searching for information by providing direct and contextual responses.
  • Improves productivity by simplifying routine CRM activities.

In this article, you will learn about:

  • Accessing Ask Calculus AI
  • Understanding Suggestions
  • Understanding Commands
  • Using different commands
  • Limitations

Key Terminology

 

Key Term

Definition

Command

A command is an instruction a user provides to the system to perform a calculus-related operation or retrieve information.

Query

A query refers to a request for information related to Calculus.

+ Create

A command is used to create a record. 

Summarize or Search

A command is used to get the summary view of a record.

Ask GPT

A command that shows a chart or count of information requested in a Natural Language query.

Accessing Ask Calculus AI

Follow these steps to access Ask Calculus in Vtiger CRM:

  1. Log in to the CRM.
  2. Select any module.
  1. Click the Ask Calculus AI icon on the top of the screen. The Ask Calculus AI window opens.
  2. Enter a prompt.
  3. Click Send

Ask Calculus AI processes your request and displays the response in the Ask Calculus AI panel. Depending on your prompt, it can:

  • Retrieve and display CRM information.
  • Create a CRM record.
  • Summarize a record.
  • Generate a report.
  • Draft content.
  • Perform other supported CRM actions.

If your prompt creates a new CRM record, the record is created in the relevant module. You can open the record from the response in the Ask Calculus AI panel or access it from the corresponding CRM module.

Note: Prompts submitted through Ask Calculus AI are securely processed. Sensitive information, such as email addresses and phone numbers, is encrypted to help protect customer data.

Using Suggestions in Ask Calculus AI

Ask Calculus AI provides predefined suggestions that help you perform common CRM actions quickly without typing complete prompts. Suggestions act as shortcuts for frequently used requests, making it easier to retrieve information or perform actions directly from the Ask Calculus AI panel.

Examples of suggestions include Create, Show, and Update. Depending on your CRM configuration, additional suggestions may also be available.

Follow these steps to use the Suggestions available in the Calculus AI:

  1. Log in to the CRM.
  2. Select any module.
  3. Click the Ask Calculus AI on the top of the screen. The Ask Calculus AI window opens.
  1. Click the available Suggestions to perform quick actions. 
  2. Click on Customize to add suggestions according to your needs.

Example:

If you click Show, Ask Calculus AI may display suggestions such as:

  • Show Deals at risk.
  • Show pending approvals.
  • Show overdue tasks.
  • Show Deals closing this week.

Selecting one of these suggestions retrieves the corresponding CRM information without requiring you to type the complete prompt.

Adding Suggestions to Ask Calculus AI

You can customize the suggestions displayed in Ask Calculus AI to match their organization's business processes. Customized suggestions help users perform frequently used actions more efficiently.
Note: Only Admins can add Suggestions in Calculus AI.

Follow these steps to add suggestions to Calculus AI:

  1. Log in to the CRM.
  2. Select any module.
  3. Click the Ask Calculus AI on the top of the screen. An Ask Calculus AI window opens.
  1. Click Customize. The Customize window opens.
  1. Click +New Suggestion.
  1. Enter or select the following information to add the Suggestions:
    1. Actions - Define the type of suggestion or command you want to offer.
    2. Options - Add specific values or selections related to the action.
    3. + Add Options - Click to add multiple options as needed.
  2. Click Save.
The newly added suggestion is available immediately in the Ask Calculus AI panel. Users can select the suggestion to perform the configured action without entering the complete prompt.

Using Different Tabs

Query

The Query tab allows you to request information or data specific to the CRM. 

Example 1: Show open deals by pipeline and sales stage.
Example 2: How many deals were created last week?

+Create command

The +Create command extracts information from natural language text to create records.

Example 1:
Prompt: Create an important meeting with John Smith tomorrow at 11 AM for one hour.

This creates an Event record with the following auto-filled values:
  • Activity Type - Meeting
  • Contact Name - John Smith
  • Start Time - 11 AM
  • End Time - 12 PM
  • Priority - High

Example 2: 
Prompt: Create a $100k Opportunity related to John Smith for opening a new coffee shop and close the deal by 15th Aug this year.

This creates a Deal record with the following auto-filled values:
  • Deal Name - New Coffee Shop Opportunity
  • Contact Name - John Smith
  • Amount - $100,000
  • Expected Close Date - 15th Aug
  • Related Business - Coffee Shop

Summarize or Search command

The Summary command summarizes a deal or a contact. 

Example:

Summarize Opportunities Acme or Summarize Deal Initech will fetch you the deal summary related to Acme and the Initech organization. 

This will create a Deal with the following auto-filled values:

  • Activity Type - Summary
  • Organization Name - Acme or Initech

Ask ChatGPT

Text command refers to specific instructions or queries you can provide as text.

Users provide a specific prompt or instruction to ChatGPT, such as Write a welcome email to a new customer or Create a lead record. ChatGPT processes the prompt and generates relevant text content based on the user's instructions.

Generating Reports in Calculus AI

You can generate reports using Calculus AI. Ask qualitative and quantitative questions through the conversational interface. 

Example

Prompt: Generate a report that displays all the Deals assigned to the user Sarah with the total number of Deal records and the total Deal amount. Now, Calculus AI will present the report, showing the Deal records and the total Deal amount assigned to Sarah.

This allows for quick access to data, reducing the time spent manually adding filters and conditions.

AI Widgets on Record Pages

AI Widgets enhance productivity by providing key AI-powered insights directly on the record pages. These insights help guide you through the next steps in a Case, Deal, or Lead, making it easier to take action quickly and effectively.

On the record page, the AI Widget will appear as a block above the One View panel. If there are multiple widgets, they will be displayed in a dropdown, with the first widget in the list shown by default. Examples of these widgets include:

  • Next Best Action
  • Similar Cases
  • Best Offers
  • Upsell Feature

Actions like Copy, View Email, Accept, and Reject will be available for quick interaction with the widget's suggestions.

By adding AI Widgets to record pages, you can quickly access valuable insights, improving decision-making and speeding up your workflow.

Scheduling Recurring Queries

Scheduling recurring queries in Ask Calculus AI lets users automatically fetch data at regular intervals. This feature helps CRM users stay updated on important metrics without needing to manually run queries every day.

Note: Each user can configure up to 5 scheduled queries.

Example: A sales manager wants to track the number of new leads generated every day. Instead of manually running a query each morning, they can set up a scheduled recurring query to fetch the data automatically and display it in the Ask Calculus AI widget.

Follow these steps to Schedule Recurring Queries:

  1. Log in to the CRM.
  2. Click the Ask Calculus AI. The Ask Calculus AI window opens.
  3. Click AI Alerts. 
  4. Click the Configure button. A Set Routine Message window opens.
  5. Enter or select the following information to schedule Recurring Queries:
    1. Question: Enter the question you want to schedule (e.g., How many Leads were created yesterday?).
    2. Repeat: Select the Repeat Frequency and select the date and time based on the frequency you select. 
      1. Monthly
      2. Weekly
      3. Daily
      4. Every 5/15/30 minutes
  6. Click New Question to add a new schedule for Recurring Queries. 
  7. Click Delete to delete the added schedule Recurring Queries. 
  8. Click Save. 

At the specified time, Ask Calculus AI will execute the question and display the answer automatically in the Ask Calculus AI widget.

Limitations

  • Assignment Rule will not work, as records will not be assigned to Groups. If we give the prompt to GPT asking to create a record in some module and assign it to a Group, then the created records will not get assigned to the mentioned group.
  • Field validation is not applied when creating records with Ask Calculus AI. Even if validation rules exist in the Module Layout and Fields, GPT will still enter values, even if they don’t match the rules.
  • Even if a user is not authorized to assign records to another user, Calculus can still automatically take the prompt and assign it to that user.

Best Practices

Follow these best practices while using Ask Calculus AI:
  • Use clear and specific prompts for more accurate responses.
  • Avoid entering confidential or sensitive information in prompts.
  • Verify AI-generated responses before saving records or taking actions.
  • Use natural language queries instead of complex keywords.
  • Regularly train Articles, FAQs, and Documents to improve AI-generated responses.
  • Use scheduled recurring queries to monitor frequently tracked business metrics.
  • Review AI-generated summaries and recommendations before sharing them externally.
  • Ensure records and knowledge sources are published and accessible for better AI results.

Troubleshooting Tips

Error: Could not identify the module in Ask Calculus AI
The entered input doesn’t match the existing modules and fields. Make sure that the correct module is being used for the input. Look for any typos or other mistakes in the entered data.

Error: Resource not found in the Ask Calculus AI
The entered resource might not have been a trained NLP from settings.

The Train button is disabled in the Generative AI designer

  • Train button will be enabled only after updating the modified records count.
  • Modified records count will be updated if the Articles/FAQs are updated to Published status.

The records don’t appear in the pop-up to select for training
Only public and published records will appear in the pop-up.

Error: Token exceeded message is displayed
Install the booster pack to get the tokens.

Error: Token exceeded message displayed in concepts
Reduce the description of the concepts to generate the questions.

AI review is not working for coaching records
AI review might be disabled in coaching settings.

The test query didn’t give a response
The Article/FAQ/Document might not be trained.

Displays message: ‘No questions found’
No records related to the recent email in cases and inbox replies are trained.

If the Websense directly connects to the agent without giving the response
Chatbot availability in widgets is configured to Never Show.

Note: The user will get the response even though they cannot access that module/field.

References

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