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GenAI Token Usage in Generative AI Designer
Feature Availability
Vtiger Editions: One Growth | One Professional | One Enterprise | One AI
Introduction
GenAI Token Usage in Vtiger CRM helps you to monitor how Generative AI resources are being consumed across the organization.
Whenever users interact with AI-powered features such as prompts, chatbot queries, or other AI-generated actions, tokens are consumed. The GenAI Token Usage section helps track these requests by showing the prompt used, who requested it, when it was requested, how many tokens were consumed, and the request type.
This allows you to review AI usage activity, identify heavy usage, and better understand how Generative AI is being used in the CRM.
GenAI Token Usage in Vtiger CRM
A token is a unit of text processed by an AI model. In Generative AI systems, token usage is commonly used to measure how much AI processing has taken place.
In Vtiger CRM, GenAI Token Usage provides a detailed list of AI requests made by users. It helps administrators review each request and understand how AI tokens are being consumed across different interactions.
The GenAI Token Usage page is useful for:
- Monitoring AI usage across users
- Reviewing prompts and AI requests
- Tracking token consumption for each query
- Identifying frequently used AI interactions
- Understanding who is using AI-powered features most actively
Use Case
NovaTech Solutions uses Generative AI in Vtiger CRM to assist support and operations teams with AI-powered query handling and prompt-based responses.
The support team frequently uses AI to:
- Answer customer questions
- Generate structured responses
- Process internal knowledge-based prompts
Over time, the CRM administrator wants to understand how AI is being used across the organization and which users or prompts are consuming the most tokens.
The administrator opens GenAI Token Usage in the Generative AI Designer and reviews the request log.
From the list, the administrator can identify:
- Which prompts are being used most frequently
- Which users are generating the most AI requests
- How many tokens are consumed per request
- What type of AI interaction is being performed
Based on this information, NovaTech Solutions can better monitor AI usage and understand how Generative AI is being used across teams.
Benefits of GenAI Token Usage
The benefits of using GenAI Token Usage are:
- Provides visibility into AI token consumption
- Helps identify which users are consuming AI tokens
- Displays the actual prompts or requests used
- Helps track when AI requests were made
- Supports better monitoring of AI usage across the organization
- Helps administrators review AI usage activity in detail
In this article, you will learn about:
- Accessing GenAI Token Usage
- Navigating the GenAI Token Usage
Key Terminology
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Accessing GenAI Token
Follow these steps to access GenAI Token Usage:
- Log in to the CRM.
- Click main Menu.
- Go to Platform.
- Select Generative AI Designer. The Generative AI Designer page opens.
- Click GenAI Token Usage.
The GenAI Token page opens.
Navigating the GenAI Token
The GenAI Token Usage page provides a detailed list of AI-powered requests made in the CRM.
Unlike GenAI Analytics, which provides summarized performance insights, GenAI Token Usage focuses on request-level tracking. It helps administrators review each AI interaction individually.
This page helps you understand:
- What prompt or query was used
- Who initiated the request
- When the request was made
- How many tokens were consumed
- What type of AI request was triggered
This makes it useful for detailed monitoring and AI usage review.
Whenever a user performs an AI-powered action in Vtiger CRM, the system processes the request using AI and consumes tokens.
These actions may include:
- Prompt-based requests
- AI-powered query handling
- Chatbot requests
- Knowledge-based AI interactions
- Other supported AI-generated actions
Each request is then logged in GenAI Token Usage with the associated request details.
This helps administrators review AI activity and monitor token usage at the request level.
Key Components of the Token Usage Page
The GenAI Token Usage page includes the following components:
- Search Bar
- Prompt
- Requested By
- Requested On
- Tokens Used
- Type
Each column provides useful information about AI requests and token consumption.
Search Bar
The Search Bar allows you to search for a specific prompt or AI request.
This is useful when you want to:
- Find a particular AI interaction
- Review token usage for a known prompt
- Search for repeated requests
Prompt
The Prompt column displays the actual prompt, request, or AI instruction used in the interaction.
This helps administrators understand what type of request triggered token usage.
The prompt may include:
- User-submitted AI queries
- Structured AI instructions
- Prompt templates
- Request content sent to the AI model
This is useful for reviewing how Generative AI is being used across different scenarios.
Requested By
The Requested By column displays the name of the user who initiated the AI request.
This helps you:
- Identify which users are actively using AI
- Review user-level AI usage
- Monitor AI adoption across teams
Requested On
The Requested On column shows the date and time when the AI request was made.
This helps administrators:
- Review usage chronologically
- Track AI activity during a specific period
- Analyze when requests are being made most often
Tokens Used
The Tokens Used column displays the number of tokens consumed for the request.
This is one of the most important fields in the page because it helps measure how much AI processing was used for a specific request.
This helps administrators:
- Identify high token-consuming requests
- Monitor AI usage at the request level
- Understand how token consumption varies across prompts
Type
The Type column displays the type of AI request that was made.
For example, a request may appear as a query depending on how it was triggered in the system.
This helps categorize the AI interactions being logged..
Viewing Token Usage Details
You can review token consumption details from the GenAI Token Usage page to understand how AI is being used in the CRM.
Follow these steps to review token usage details:
- Log in to the CRM.
- Click the main Menu.
- Go to Platform.
- Select Generative AI Designer. The Generative AI Designer page opens.
- Click GenAI Token Usage. The GenAI Token Usage page opens.
- Use the Search Bar to find a specific prompt or request, if required.
- View the following details for each request:
- Prompt – Displays the AI prompt or request used.
- Requested By – Displays the user who initiated the request.
- Requested On – Displays the date and time when the request was made.
- Tokens Used – Displays the number of tokens consumed for the request.
- Type – Displays the category of AI request.
- Click a specific Prompt entry to open the detailed token usage record.
Best Practices
Follow these best practices to get the most out of GenAI Token Usage:
- Review token usage regularly
- Monitor repeated or frequently used prompts
- Check which users are using AI most actively
- Review high token-consuming requests when needed
- Use the search option to find important prompts quickly
- Monitor token usage along with GenAI Queries and GenAI Analytics for a complete understanding of AI usage and performance
Limitations
You should be aware of the following limitations when using GenAI Token Usage:
- Token usage data depends on actual AI activity in the CRM.
- If AI-powered features are not used, no token usage records will appear.
- Token usage tracking helps monitor consumption, but does not directly improve AI performance.
- The page focuses on request-level tracking and not AI response quality
- Token usage alone does not indicate whether the AI response was correct or useful.