Use Cases

Smart Order Assistant is an AI-powered chat interface embedded in the CT Orders module on Salesforce. It lets you create and manage orders faster by understanding natural-language commands, reading uploaded documents, and automating repetitive tasks such as cloning deliveries or repeating previous orders.

Prerequisites

Before using Smart Order Assistant, make sure the following conditions are met:

  • Your Salesforce org has an active connection to the Smart Order Assistant web service.

  • You have at least one CT Order record in the system.

  • You have been granted the AllowAccessToSmartOrderAssistant custom permission.

Once these conditions are satisfied, the AI Assistant chat button appears in the CT Orders module.

Opening the Chat

  1. Click the AI Assistant button in the CT Orders module.

  2. The chat window opens with:

    • A set of quick-action buttons for the most frequently used commands (one-click access).

    • A text input field for typing free-form commands.

    • A voice recording button (mobile only).

Use the quick-action buttons for the fastest experience — no typing required for the most common tasks.

Creating Orders from a Document

Smart Order Assistant can read an uploaded document — such as a purchase order or product list — and automatically create a CT Order from its contents. The behaviour depends on which record you have open when you attach the file.

When No Account or Order Is in Focus

  1. Open Smart Order Assistant without navigating to any account, retail store, or order record.

  2. Attach a document and press Send.
    On mobile, you can also attach a file from iPad storage or gallery, or take a photo directly.

  3. Smart Order Assistant asks you to confirm that an order should be created from the document.

  4. After confirmation, a new draft CT Order is created and you are prompted to navigate to it.

  • If no account name is found in the document, Smart Order Assistant asks you to specify it manually.

  • If the Sales Organization or Pricebook cannot be determined automatically, you are prompted to provide that information before the order is saved.

When an Account or Retail Store Is in Focus

  1. Open Smart Order Assistant while viewing an Account or RetailStore record.

  2. Attach a document and press Send.

  3. Confirm that you want to create an order.

  4. A new draft CT Order is created for the account or retail store currently in focus and you are prompted to navigate to it.

When an Order or Order Taking Is in Focus

  1. Open Smart Order Assistant while focused on a CT Orders record or Order Taking.

  2. Attach a document and press Send.

  3. Confirm the action. Depending on your command:

    • Type "Create an Order" (or an equivalent) to create a new CT Order in Draft status containing the SKUs found in the document.

    • Without an explicit create command, the products from the document are added to the current order cart instead.

  4. Navigate to the new or updated order when prompted.

When a new order is created from an Order Taking context, it inherits the Sales Organization, Pricebook, and other mandatory data from the order currently in focus.

Creating an Order from Multiple Documents

Merging Several Documents into One Order

  1. Open Smart Order Assistant and ask it to create an order; attach multiple documents.

  2. When asked whether all documents belong to one order, confirm yes.

  3. If multiple Sales Organization or Pricebook options are available, select the correct ones.

  4. Smart Order Assistant creates one draft order combining all SKUs found across the documents. Duplicate SKUs are removed automatically.

  5. Navigate to the new order when prompted.

Creating a Separate Order per Document

  1. Open Smart Order Assistant and attach multiple documents.

  2. When asked whether all documents belong to one order, confirm no.

  3. Smart Order Assistant creates one draft order per document.

  4. Navigate to each new order when prompted.

Support for creating multiple orders in a single session is targeted for version 1.1.

Adding Products from a Document to the Current Order

  1. Open Smart Order Assistant while in Order Taking or focused on an Order record.

  2. Attach a document without using a "Create an Order" command.

  3. Smart Order Assistant adds the products from the document to the existing order cart. Duplicate SKUs are removed automatically.

Including Manual Discounts from a Document

  1. Attach a document that contains manual discount information for specific products.

  2. Confirm whether the documents belong to one or multiple orders.

  3. Smart Order Assistant creates the order and applies the manual discounts to the corresponding order line items as specified in the document.

Repeating and Cloning Orders

Repeating the Last Order for an Account

  1. Open Smart Order Assistant from the Account layout, or ask it to repeat the last order.

  2. Smart Order Assistant locates the most recent CT Order for the current account.

  3. A new draft order is created, duplicating all deliveries and order line items.

  4. Delivery dates are automatically shifted:

    • The first delivery is rescheduled to the first available date.

    • All intervals between deliveries are preserved.

  5. If any SKUs from the original order are no longer available, Smart Order Assistant lists them.

  6. Navigate to the new order when prompted.

Using Another Order as a Template

  1. While in Order Taking, type a command such as:

    • "Use order #123 as a template"

    • "Use the last order for this account as a template"

    • "Create a new order using the last order for {accountName} as a template"

  2. Smart Order Assistant locates the referenced order.

  3. A new order is created for the current account, using the same Sales Organization and Pricebook as the template order.

  4. Products, deliveries, and quantities are copied from the template.

  5. The first delivery date is set to the nearest available date and all intervals are preserved.

Managing Deliveries

Copying Deliveries from Another Order

  1. While in Order Taking, type a command such as:

    • "Add deliveries using order #123 as template"

    • "Copy deliveries from Order #413 and save the intervals"

    • "Create deliveries as in the order #413"

  2. Smart Order Assistant locates the reference order and adds its deliveries to the current order.

  3. The first delivery date is shifted to the nearest available date; all original intervals between deliveries are maintained.

Cloning the Last Delivery (Same Quantities)

  1. While in Order Taking with at least one existing delivery that has quantities, type a command such as:

    • "Create a new delivery with quantities as in existing one"

    • "Clone the delivery with quantities"

  2. A new delivery is created on the nearest available date with the same product quantities as the source delivery.

Cloning the Last Delivery to a Specific Date

  1. While in Order Taking, type a command such as: - "Clone the delivery with quantities for dd.mm"-

  2. A new delivery is created on the specified date with the same quantities.

  3. If the date is not valid, Smart Order Assistant warns you and asks for a correct date.

Cloning the Last Delivery to the Beginning of Next Month

  1. While in Order Taking, type a command such as:

    • "Clone last delivery and schedule it in the beginning of next month"

  2. A new delivery is created on the 1st day of the next month (or the nearest valid date if the 1st is unavailable) with the same quantities as the source delivery.

Creating an Empty Delivery

  1. While in Order Taking, type a command such as:

    • "Create a new delivery"

    • "Clone an empty delivery"

  2. A new empty delivery is created on the nearest available date with no quantities pre-filled.

Cloning a Delivery with Custom Quantities

  1. While in Order Taking, type a command such as:

    • "Create a new delivery with 10 products each"

    • "Clone the delivery and set quantities to 10"

    • "Clone the delivery for quantities = 10"

  2. A new delivery is created on the nearest available date with all line-item quantities set to the value you specified.

Adding Multiple Deliveries at Regular Intervals

  1. While in Order Taking, type a command such as:

    • "Add 3 deliveries with interval of 4 days"

    • "Create 4 more weekly deliveries"

    • "Make 3 more deliveries"

  2. Smart Order Assistant creates the requested number of new deliveries:

    • If the order already has deliveries, new ones start from the day after the last existing delivery date.

    • If no deliveries exist yet, the first new delivery is set to the first available date.

  3. All intervals between deliveries are preserved.

Discovering Available Commands

To see what Smart Order Assistant supports, open the chat — the quick-action panel is shown automatically. You can also type:

  • "What can you do?"

  • "Show me available commands"

Smart Order Assistant replies with a full list of supported commands and actions.

Quick-action shortcuts are pre-configured in the Salesforce app and updated with each new package version.

If Smart Order Assistant does not recognise a command, it automatically displays the list of supported commands so you can continue without interruption.

Error Handling for Document Uploads

Situation What Smart Order Assistant Does

Unsupported file type

Blocks the upload, or shows an error and prevents the file from being sent.

File contains no recognisable order data (e.g. a random image)

Notifies you that the order could not be recognised and asks you to upload a different file.

File has no account name and none was provided in the message

Notifies you that the order could not be created and asks you to specify an account name.

File has poor image quality (e.g. a distorted fax scan)

Notifies you that the order could not be created due to image quality and asks you to try a clearer file.

File contains products not available in your organisation

Notifies you that the order was created but no matching products were found.

Two identical files (or files with identical data) uploaded

Ignores the duplicate data and creates the order based on the first file only.

Order Ownership

All CT Orders, Deliveries, Order Line Items, and Delivery Line Items created through Smart Order Assistant are automatically assigned to the user who initiated the action — no manual assignment is needed.

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