SmartERP AI Copilot and letter summarization

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for SmartERP AI Copilot and letter summarization within SmartERP.

SmartERP Letter & Correspondence Management includes a native AI Copilot powered by Google Gemini (via muk_ai). Designed specifically for bilingual corporate communications, the Copilot assists drafting officers, executives, and registry clerks with automated drafting, executive summaries, and action extraction.

{screenshot:ai-copilot-and-summarization-overview-dashboard}

2. Prerequisites & Security Access Groups#

• Required Modules: smarterp_letter, smarterp_correspondence
• Security Groups:
  • Letter Registry Clerk (Technical ID: smarterp_letter.group_letter_clerk)
  • Executive Reviewer (Technical ID: smarterp_letter.group_letter_reviewer)
  • Director General (Technical ID: smarterp_letter.group_letter_executive)
• Master Data Dependencies: Dual calendar templates (Ethiopian & Gregorian), official stamp repository, letter reference numbering formats, and departmental dispatch routes.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the Correspondence app icon.
4. From the top navigation bar, open Correspondence → Letters → Inbound / Outbound / Internal Memoranda.

{screenshot:ai-copilot-and-summarization-app-switcher-navigation}

Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Letter Subject (Mandatory): Clear administrative or commercial subject heading
   • Sender / Recipient Entity (Mandatory): External institution or internal department
   • Dispatch Channel (Mandatory): Physical courier, hand delivery, or digital dispatch
   • Dual Date (EC & GC) (Mandatory): Official Ethiopian calendar and Gregorian dates
3. Configure optional operational parameters and localized tags as required:
   • Digital Signature / Seal (Optional): Authorized executive cryptographic stamp
   • Security Classification (Optional): Routine, Confidential, Secret, or Top Secret
   • Related Prior Reference (Optional): Cross-referenced correspondence tracking ID
4. Click the Save icon in the control bar to commit the record.

{screenshot:ai-copilot-and-summarization-record-creation-form}

Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Draft Memo → Editorial Review → Legal Clearance → Executive Signature & Stamp → Dispatched / Archived).
• Ledger & System Impact: Maintains immutable institutional correspondence registry with cryptographic QR validation for external party verification.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

{screenshot:ai-copilot-and-summarization-transaction-processing-state}

Key AI Copilot features#

• Bilingual Executive Summaries: Generates concise 2-sentence executive abstracts from lengthy 10-page incoming letters or scanned legal decrees in both English and Amharic.
• Tone Adjustment & Style Enhancement: Re-writes draft correspondence to match institutional diplomacy standards:
  • Diplomatic: Courteous, constructive, collaborative framing.
  • Formal Institutional: Adheres to civil service and legal correspondence protocols.
  • Urgent / Executive: Direct, action-oriented, highlighting impending deadlines.
  • Concise: Strips fluff while preserving essential factual requirements.
• Action Item & Deadline Extraction: Automatically scans incoming correspondence text to identify requested deliverables, assigned departments, and hard deadlines.
• Amharic Grammar & Typographical Assistant: Corrects common Fidel homophone confusion (e.g., ሀ/ሐ/ኀ, ሰ/ሠ, ጸ/ፀ) to maintain executive document prestige.

How to use AI letter drafting#

flowchart LR
    A[Enter Bullet Points or Rough Draft] --> B[Click 'AI Polish']
    B --> C{Select Tone & Language}
    C -->|Formal English| D[Generate Official Letter Body]
    C -->|Amharic Official| E[Generate Ge'ez Text & Greeting]
    C -->|Bilingual| F[Generate Side-by-Side Content]
    D --> G[Review & Accept Changes]
    E --> G
    F --> G

1. Navigate to Letters $\rightarrow$ Outgoing $\rightarrow$ New.
2. Type bullet points or an initial draft into the Letter Body.
3. In the letter action bar, click AI Assistant $\rightarrow$ Polish Letter.
4. Select the desired tone (e.g., Formal Institutional) and output language (Amharic or English).
5. Review the proposed draft in the side-by-side diff modal.
6. Click Apply to Body to accept the AI-generated text.

Action item and deadline detection#

When a registry officer uploads an incoming letter or scanned document:

1. Click AI Assistant $\rightarrow$ Analyze Incoming Letter.
2. The model analyzes the scanned or parsed content and outputs:
   • Executive Summary: Automatically placed into summary field.
   • Detected Deadline: Recommends a date for response_deadline.
   • Suggested Recipient Department: Recommends assignment based on topic (e.g., Legal, Finance, Operations).
3. The officer verifies and clicks Confirm & Route.

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • Letters: Check dispatch delivery receipt status (smarterp_letter.ir_cron_dispatch_check): Runs daily to verify courier delivery confirmation slips
  • Letters: Follow-up on pending memorandum actions (smarterp_letter.ir_cron_followup): Runs weekly to alert assigned officers of pending correspondence replies
• Custom Print Templates & Reports:
  • Official Letterhead Dispatch Copy with QR Verification
  • Institutional Letter Inward/Outward Registry Ledger
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#