With the release of 32.0, we introduce ZenAI, your built-in intelligent assistant designed to help you quickly discover controlled documents, get answers to procedure-related questions, and extract key insights without interrupting your workflow. Whether you are looking for an SOP on a specific process, need a quick summary of a complex policy, or want to verify requirements before completing a task, ZenAI makes finding and understanding your organization's documentation faster and more intuitive.
What is ZenAI?
ZenAI is an AI-powered assistant embedded directly into your ZenQMS workspace. Instead of relying solely on exact document titles or numbers, ZenAI understands natural language and context. You can ask questions the way you would ask a colleague, and ZenAI will search your organization's active controlled documents, extract relevant information, and provide clear answers backed by direct document citations.
ZenAI is built with compliance and data security at its core. It operates strictly within your existing ZenQMS permissions, meaning you will only ever see results and information from documents you are authorized to access.
Opening and Navigating ZenAI
You can access ZenAI from anywhere within ZenQMS. Click the '✦ ZenAI' button located in the top navigation bar. The ZenAI side panel will slide open on the right side of your screen, allowing you to search and chat while continuing to view your current page. If you prefer a larger workspace, click the 'Expand (⤢)' icon in the upper-right corner of the panel to switch to full-screen mode. To start a fresh conversation or clear your current session, click the 'New Chat (+)' button.
Finding Documents with Natural Language Search
Finding the right procedure no longer requires guessing the exact document title or ID. With ZenAI, you can search using everyday descriptions, questions, or concepts. Type your inquiry into the prompt bar at the bottom of the panel. For example, you might ask:
- "What is our policy on temperature excursions during shipping?"
- "Where can I find the root cause analysis guidelines for CAPAs?"
- "Show me the training requirements for cleanroom personnel."
Understanding Your Search Results
ZenAI returns matching documents alongside helpful contextual details:
- Relevant Excerpts: Key snippets from within the document highlighting where your topic is discussed.
- Match Explanation: A clear note explaining why the document was selected (such as semantic match, topic relevance, or specific metadata).
- Similarity & Relevance Badges: Indicators that show how closely the document aligns with your query.
If you want to view all matching results in a comprehensive list, select the full results link to view them in a dedicated table format with sorting and filtering options.
Asking Questions About a Specific Document
When you need to dive deeper into a particular SOP or policy, you can pin that document into your ZenAI conversation for focused Q&A.
In your search results, click Open in ZenAI next to the document you want to explore. The top of the chat panel will display a Working on Document banner showing the active document title and ID. You can now ask specific questions directly about that document's content, such as:
- "Summarize the main approval steps in this SOP."
- "What are the immediate corrective actions required if an alarm triggers?"
- "What roles are responsible for reviewing section 4?"
ZenAI will analyze the document text and provide answers with direct references to the relevant sections and page numbers so you can easily verify the source material.
Permissions, Privacy, and Compliance
Permission-Enforced: ZenAI strictly respects the access controls configured in ZenQMS. If a user does not have permission to view a document, ZenAI will not search or display content from that document.
Traceable & Grounded: Answers provided by ZenAI are grounded directly in your organization's approved documentation, complete with citations for easy verification during daily work or audit preparation.
Active Revisions: Searches prioritize effective and released documents so you are always referencing current procedural guidelines.
Frequently Asked Questions (FAQ)
How do I search across all documents instead of just one?
If you are currently working on a pinned document, click the 'Back to Search' button or start a new conversation using the '+ (New Chat)' icon. From a general chat, typing any question or keyword will search across your entire accessible document library.
Why does a colleague see different search results or answers than I do?
ZenAI strictly enforces individual user permissions. If a document belongs to a category, department, or confidentiality level you do not have permission to access, it will not appear in your search results or be used to generate answers.
Can ZenAI answer questions from archived or draft documents?
By default, ZenAI searches and retrieves answers exclusively from current, released, and effective documents to ensure compliance. If you need historical revisions or draft documents, access them directly through the Documents Archive Table views.
How do I verify where an answer came from?
Every procedural answer generated by ZenAI includes direct source citations indicating the specific document title, document ID, and relevant section or page number. You can click on the citation to open the full source document in the viewer.
What should I do if ZenAI does not find the document I need?
Try rephrasing your search with different descriptive terms or synonyms. Broaden your question rather than searching for an overly specific phrase. Check with your ZenQMS admin to verify that your account has view permissions for that document category.
Does ZenAI use our company data to train public AI models?
No. Your company data, searches, and documents remain private, secure, and isolated within your dedicated ZenQMS environment. They are never used to train external or public models.
Tips for Best Results
Be Descriptive: Feel free to include the context of what you are trying to accomplish (e.g., "I need to know the retention period for batch manufacturing records" rather than just "retention").
Use Document Pinning for Deep Dives: Pinning a document into context ensures ZenAI focuses exclusively on that text for summaries, checklists, and step-by-step instructions.
Provide Feedback: Use the 'Thumbs Up' or 'Thumbs Down' buttons on responses to help us continuously improve the assistant's accuracy and helpfulness.