My instructions to the AI assistant
FoxPlan's AI assistant answers everyone the same way. Your personal instructions tell it who you are, what you work on and how you want it to answer you — once and for all, instead of repeating it in every conversation.
The screen is under Settings → AI assistant (a tab shown on your own profile).
What to write
A single free-text field, up to 2,000 characters. Three kinds of information work particularly well:
| What you state | Example |
|---|---|
| Your role and scope | "I am the PMO for the Industry portfolio." |
| The expected format | "Answer me concisely, with a table as soon as there are more than three items." |
| Your working habits | "Always quote task numbers. Amounts are in €k." |
A complete example:
I am the PMO for the Industry portfolio. Answer me in English, concisely, with a table as soon as there are more than three items. Always quote task numbers. When I say "review", I mean the monthly portfolio review.
Your instructions apply to all your conversations with the assistant, in every project, until you change them. The Clear button removes them in one click.
Nobody else sees them and they change nothing for your colleagues. They do not change your access rights either: the assistant stays limited to what you can see and do in FoxPlan.
If your instructions contradict the context defined by your organization (vocabulary, internal rules), the organization context is what applies.
Your organization's predefined tasks
Below the input area of the AI chat, a Predefined task drop-down appears if your administrator has published any. These are recurring requests already written out: Project status report, Steering committee deck, Risk review…
To run one:
- Pick it from the list.
- Add a detail in your message if needed — "on the IS Overhaul project, for June". You can also send without typing anything.
- Send: your message appears in the conversation prefixed with the name of the predefined task.
The predefined task applies to that message only. The next question starts from a normal conversation — no need to remember to switch it off.
They are created by your organization's administrator, under Settings → Foxplan account → AI configuration → Predefined tasks. If a deliverable comes up often in your team, ask them to publish one: everybody benefits.
See also
- FoxPlan Agentic AI — the company-side configuration: context, knowledge base, predefined tasks and authorizations