Operate the Sales and CRM Copilot

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Operate the Sales and CRM Copilot within SmartERP.

Lead qualification scoring, customer credit limit alerts, quotation drafting, and bilingual sales communications.

{screenshot:sales-and-crm-copilot-overview-dashboard}

2. Prerequisites & Security Access Groups#

• Required Modules: ashewa_ai_workforce, ashewa_ai_bridge, smarterp_ai_agents
• Security Groups:
  • AI Workforce Operator (Technical ID: ashewa_ai.group_ai_operator)
  • AI Systems Administrator (Technical ID: ashewa_ai.group_ai_admin)
  • Governance Officer (Technical ID: ashewa_ai.group_ai_governance)
• Master Data Dependencies: Autonomous AI agent profiles, n8n orchestrator webhooks, LLM model parameters, prompt governance rules, and human-in-the-loop approval queues.

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 AI Workforce app icon.
4. From the top navigation bar, open AI Workforce → Copilots → Active Agents / Interaction History / Governance Queue.

{screenshot:sales-and-crm-copilot-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:
   • Agent Name & Persona (Mandatory): Specialized AI role (Financial Auditor Copilot, SCM Copilot, etc.)
   • Target Operational Addon (Mandatory): Integrated SmartERP module (Accounting, HR, Inventory, Sales)
   • Autonomy Level (Mandatory): Level 1 Assistive, Level 2 Supervised, Level 3 Autonomous
   • Governance Gate (Mandatory): Action risk classification triggering mandatory human confirmation
3. Configure optional operational parameters and localized tags as required:
   • Context Truncation Limit (Optional): Maximum LLM token window before historical pruning
   • Fallback Model Route (Optional): Secondary LLM provider if primary endpoint is unresponsive
   • Webhook Authentication Token (Optional): Secure shared secret for n8n workflow callback
4. Click the Save icon in the control bar to commit the record.

{screenshot:sales-and-crm-copilot-record-creation-form}

Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Prompt Ingestion → Reasoning Chain → Action Proposal → Human Gate Approved → Executed).
• Ledger & System Impact: Financial and inventory transactions executed by autonomous agents generate strict audit log entries tagging the AI Agent ID and human approver credentials.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

{screenshot:sales-and-crm-copilot-transaction-processing-state}

Capabilities of the Sales Copilot#

The Sales Copilot accelerates deal closing, protects corporate cash flow by monitoring customer credit limits, and crafts professional sales proposals in English and Amharic.

Procedure: Generating an AI Sales Quotation#

1. Open an active CRM Opportunity (CRM > Pipeline).
2. Click Ask Copilot > Draft Quotation.
3. The Copilot checks:
   • Customer credit status: Checks outstanding overdue invoices and available credit limit.
   • Inventory availability: Verifies real-time stock levels in regional warehouses.
   • Price list rules: Applies active promotional or volume discounts.
4. The Copilot drafts the quotation and formats a bilingual email response ready for sales representative review.
5. The sales representative clicks Send to Customer.

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • AI Bridge: Heartbeat check for n8n orchestrator nodes (ashewa_ai.ir_cron_heartbeat): Runs every 10 minutes to verify gateway connectivity
  • AI Governance: Auto-archive cleared approval queue tickets (ashewa_ai.ir_cron_archive_audit): Runs daily at midnight to maintain governance ledger performance
• Custom Print Templates & Reports:
  • AI Agent Operational Execution Audit Trail
  • LLM Token Consumption & Cost Allocation Schedule
  • Human-in-the-Loop Decision & Override Ledger
  • Agent Workflow Error & Latency Analysis
• 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#