42. Prozence AI: the AI assistant
Screenshots show the Turkish interface of Prozence with fictional "Örnek Teknoloji A.Ş." data; the English interface has the same layout.
Prozence AI is an AI assistant you can ask questions in your own language: "How many days of leave do I have left?", "Where do my expenses stand?", "How do I set up the VPN?". The assistant finds the answer only in information you can already see, with your own permissions; answers from the Wiki come with source links underneath. The assistant only reads: it never saves, sends, approves or deletes anything on your behalf; you take actions on the relevant screen yourself.
Who: All employees (if your company has turned it on) · Wiki editor (attaching documents) · Admin (settings)
In this chapter
- Opening the assistant and the notice
- Asking a question and reading the answer
- What can you ask?
- Answers from Wiki pages and documents
- Attaching documents to a Wiki page
- Usage allowance and limits
- Hiding the assistant and withdrawing your acceptance
- Admin settings
- Who sees what?
- Known limits
Before you start: Prozence AI is a paid add-on for the Professional and Enterprise plans; it is on during the 14-day trial. It is off by default and the Admin turns it on. The assistant is off in shared-device sessions (e.g. a reception tablet).
Opening the assistant and the notice
Who: Employee · Where: On a computer, the Prozence AI button in the bottom-right corner of the screen; on a phone or narrow screen, the star icon to the left of the bell in the top bar
- Press the Prozence AI button. The panel opens in the bottom-right corner on a computer and full screen on a phone.
- On first use the About Prozence AI notice appears: it says what the assistant reads, which AI service your question goes to, what is never sent and what is recorded. Read it and press Got it, start.
- The panel opens with a welcome message and sample questions. If you press a sample question, it is sent straight away.
- Close the panel with Close or the Esc key; the conversation stays in place.
Important: The Admin can add a paragraph for your company to the notice. The assistant reads no information until you accept.
Asking a question and reading the answer
Who: Employee · Where: Prozence AI panel
- Type your question in the Ask something… box and press Send (Enter also sends; Shift+Enter starts a new line).
- Until the answer arrives, Preparing the answer… is shown. An answer can take a few seconds.
- The Information read line under the answer shows what the assistant looked at (e.g. Your leave balance was read, Wiki content was read).
- Answers from the Wiki show a Sources list; press a Wiki page or Wiki document link to open the source.
- To continue on the same topic, type the next question; the assistant remembers the earlier questions in the conversation. To change topic, press New conversation.
Tip: Short questions about a single topic work best. If your app is in another language, the answer comes in that language too.
Important: AI can make mistakes; check important information at its source. The conversation is kept on the server for 30 minutes and then deleted; when you reopen the panel later it starts empty.
What can you ask?
Who: Employee · Where: Prozence AI panel
| Topic | Sample question | What the assistant reads |
|---|---|---|
| Leave balance | How many days of leave do I have left? | Your own balance, used and pending days |
| Leave requests | Has my leave request been approved? | The status and approver of your own requests |
| Waiting for approval | Are there leave requests waiting for my approval? | Managers and HR only: leave waiting for your approval; the decision is made on the screen |
| Working time | How many hours did I work this week? | Your own check-ins / check-outs and net time |
| Expenses | Where do my expenses stand? | The status of your own expense and advance records |
| Requests | What happened to my IT request? | Requests you opened yourself |
| Today | What's waiting for me today? | The items on your Today card |
| Announcements | What are the latest announcements? | Announcements open to you |
| Company calendar | What public holidays are coming up? | Holidays and company events (up to 60 days) |
| Payslips | Has my new payslip arrived? | Only the number of payslips waiting to be acknowledged; amounts and content are not read |
| Wiki | What does the remote work policy say? | Published Wiki pages you can read and their attached documents |
The assistant does not answer questions about another employee's leave, salary or personal information; it does not send leave requests or give approvals on your behalf. If a module is turned off in your company, the assistant does not read that topic either.
Answers from Wiki pages and documents
Who: Employee · Where: Prozence AI panel → Sources
For a Wiki question the assistant first searches the Wiki, reads the relevant sections and bases its answer on them. If the source is a Wiki page, the link opens the relevant section of the page; if it is an attached document, it opens the document itself, and the page, slide or sheet name is shown too.
- Only published pages you are allowed to read are used as sources. Draft pages and pages closed to you never reach search or the AI.
- An attached document is visible to everyone who can see its page; the assistant answers from that document only for those people.
- If the Wiki has no answer, the assistant says so and does not make one up.
Tip: The Ask the Wiki box works as before and only looks at page text; answers from attached documents come only in Prozence AI (see 06. Board and intranet).
Attaching documents to a Wiki page
Who: Wiki editor (category editor, general editor or Admin) · Where: Wiki → article → Edit → Documents
- Open the article and tap Edit. For a new article, press Save first; the Documents section appears on a saved article.
- In the Documents section tap Attach document and choose the file. You can attach PDF, Word (DOCX), Excel (XLSX), PowerPoint (PPTX), TXT, MD or CSV.
- When the upload finishes, Document attached. is shown. The document's text is extracted on the server; once the row says Prozence AI can read it, the assistant can answer from this document. While extraction is running, the row says Being prepared.
- To remove a document, tap Remove on its row; the file and the extracted text are deleted together.
Readers see and download documents in the Documents list below the article. To replace a document, remove the old one and attach the new one; the assistant reads the new text.
Important: Everyone who can see this article can see and download the document; do not attach documents with personal data or information meant only for certain people to an article that is open to everyone. Text is not extracted from scanned (image-only) or encrypted PDFs; the row says No text could be extracted (it may be a scanned image) or Could not be read, and the document can still be downloaded. At most 10 MB per document and 10 documents per page.
Usage allowance and limits
Who: Employee · Where: Prozence AI panel
- With the Prozence AI service your company has a monthly question pool: by default 100 questions per active person per month (20 during the trial). If the Admin uses the company's own Anthropic key, the Admin sets the limits.
- There are also monthly and hourly limits per person and a daily limit for the whole company.
- When a limit is reached, the panel says which limit was reached and when the allowance renews (your personal monthly allowance at the start of the month, the company's daily limit the next day). Work does not stop: you can always see the same information on the relevant screen.
Hiding the assistant and withdrawing your acceptance
Who: Employee · Where: Profile → My profile → Prozence AI
- If you clear the Show the assistant box, the Prozence AI button no longer appears on your screen. To bring it back, tick the box; the button returns when the page reloads.
- If you press Withdraw my acceptance, your acceptance is withdrawn and your conversation is deleted. To use the assistant again, you accept the notice again.
Admin settings
Who: Admin · Where: Admin → Modules → Prozence AI
- Tick Prozence AI on. If your license does not include the add-on, the box is disabled and the screen explains how to add it (Admin → Subscription).
- Choose the AI provider:
- Prozence AI service (recommended): no key needed; the contract, billing and KVKK transfer agreement are through Prozon; the company pool quota applies.
- My own Anthropic key: enter the key in the Anthropic API key field. The key is stored only on the server, encrypted, and is never shown again; only its last 4 characters are visible. If you leave it empty, the site key from the Card scanning screen is used. You track spending in your Anthropic console.
- Choose the Model: the default is Claude Haiku 4.5; Claude Sonnet 4.6 is more capable, costs about 3 times as much and uses up the company pool faster.
- Enter the limits: Monthly questions per user (company pool), Maximum questions per user per month, Maximum questions per user per hour, Maximum questions per day for the company.
- In the What the assistant can read list, untick any topics you do not want. Each topic is read with the person's own permissions; a topic whose module is off is not used anyway.
- If you like, write a paragraph in Your company’s addition to the notice (optional); it is added to the end of the notice employees see.
- Press Save. Prozence AI settings saved. is shown.
The This month’s usage table shows the number of people using it, the number of questions, today's questions, input / output tokens, cache and estimated cost. Question and answer texts are not stored; only counts are kept.
Important: The ready-made notice is a draft; review it with your legal adviser. When you turn Prozence AI off, all assistant endpoints close and the panel is not drawn; no other module changes. The KVKK inventory lists the AI service as a recipient (see 15. Multiple companies, language, KVKK and license).
Who sees what?
| Who | What they see |
|---|---|
| Employee | Only their own conversation; the information the assistant reads is what they already see on their own screens |
| Manager and HR | Also the list of leave waiting for their approval |
| Admin | Settings and this month's counts; cannot see anyone's questions or answers |
| Audit log | Who looked at which topic and when; question and answer text is not written |
Known limits
- The assistant helps you search and read; it does not make HR decisions or give legal or medical advice.
- Salary, payslip amounts, health information and special leave types are never given to the assistant; special leave types appear as "Special leave".
- The assistant does not create drafts or submit anything for approval; leave requests, expenses and requests are opened on the relevant screen.
- The answer arrives in one go; it does not stream while being written.
