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Activating AI support in Bp Event

Activating AI support in Bp Event

 

Basis Bp Event 12.2 allows the integration of AI services based on an interface that was defined by OpenAI and is supported by many providers. The AI systems integrated in this way support the editing of texts in all text fields as well as in word processing documents (letters, emails, quotations, etc.).

By providing general background information on the company, the user as well as background information on the records being processed (e.g. event dates and details, account data and to-dos), even very short and simple questions (prompts) posed to the AI provide useful answers. These queries can concern, for example, help with wording, grammar checks or translations.

Note: In Bp Event 12.2, the focus is on wording assistance; functionalities such as creating or editing records, creating formulas or lists etc. are not part of the functional scope of Bp Event 12.2.

First create an account with your desired AI provider and generate an API key (key for authentication).

From now on you can in Bp Event:

- Create sync server of type "OpenAI
- Enter general instructions to the AI for your corporation and companies
- Set up general instructions to the AI per table
- Store instructions per language and
- Create AI templates.

Our scenario import function provides text templates (AI templates) to help you get started, which you can use to ask the AI many recurring questions.

  • Generate an API key

    To set up the sync server, you need an API key (code from your application programming interface provider). The systems OPENAI (CHatGPT), MISTRAL.AI, ANTHROPIC (Claude) and GOOGLE GEMINI are tested with Bp Event 12.2.
    You can find these and other providers, for example, at: https://developer.4d.com/docs/aikit/compatible-openai

    OPENAI (ChatGPT)

    1. Go to https://auth.openai.com/create-account and create an account.
    2. After logging in, click on  https://platform.openai.com/api-keys" > "API Keys".
    3. Create a new API key and copy it securely.

    MISTRAL.AI

    1. Go to https://v2.auth.mistral.ai/login and register.
    2. After logging in (https://console.mistral.ai/home), click on "API key" in the dashboard.
    3. Create a new API key and copy it securely.

    ANTHROPIC (Claude)

    1. Go to https://console.anthropic.com/login and create an account.
    2. After logging in, go to https://console.anthropic.com/login.
    3. Create a new API key and copy it securely.

    GOOGLE GEMINI

    1. Go to https://accounts.google.com and log in with your Google account.
    2. After logging in, go to https://aistudio.google.com/app/api-keys?hl=de.
    3. Create a new API key and copy it securely.
  • Create a sync server for AI support

    Create one or more sync servers for AI integration in Bp Event. Using multiple sync servers, you can, for example, obtain support from different AI providers, different language styles (formal or colloquial), assign different AI models or activate individual sync servers for specific users only.

    1. Go to the Administration Administration tab in the function bar and select Administration Settings > Schnittstellen Interfaces > KalenderSync Synchronisation.
    2. Click on Sync Server Sync. Server >  neu Add and select the type "OpenAI".
      Alternativ importieren Sie den passenden Sync Server über den Objektkatalog. Lesen Sie mehr
      Note: The OpenAI interface is supported by many AI providers.
    3. Enter a unique and descriptive Name for the sync server. If multiple sync servers are available, their speciality should be expressed in the name. Users can select the server by clicking on  ki robot in the toolbar of the chat window.
    4. Enter the URL of the provider in the OpenAI address (optional) field if you want to use a free local AI or a learning system such as Ollama.
    5. Store the API key (code of your application programming interface provider). 
    6. save Save your input.
  • Add optional settings for the sync server

    Optionally assign different language models to the OpenAI sync servers, format the chat area or activate individual sync servers for specific users only.

    1. Activate the option   User-specific in the  Sync Server  Sync Server to make the AI accessible only to certain users/user groups. Then control the actual assignment of the Sync Server to specific users based on  Sync Server Konto Sync Server accounts.
      Example: A higher-performance and therefore more expensive AI model is allowed for individual users but not eveybody.
      The instructions to the AI provide for different language styles per department (factual and brief for the finance department, elegant and detailed for the marketing department).
    2. If you select Show response in real time, the AI response builds up step by step and the user quickly receives the first results. By default, the complete text is only output once the editing (including formatting) has been completed.
    3. In the Format for AI communication field, select a format from the picklist to better structure the chat history (bold, indented, etc.).
      Depending on the provider, one format may work better than another. As AIs are getting better every day, it is not possible to make a definitive recommendation. The following formats are possible:
      1.  Text: plain text without formatting
      2.  Text (format marker): Formatting/style possible
      3. MarkDown: Simple markup language for formatting text with normal text, is usually fast and well supported by AIs, but allows only little formatting.
      4.  HTML: HTML formatting possible
    4. Restrict the AI models that are to be used in your company in the Released models field.
      Example: gpt-5, gpt-5-mini
    5. In the Standard OpenAI model field, select the default setting for the AI model to be used.
    6. Enter language preferences and general information for the AI in the Instruction to the AI field.
      Example: "Use formal language. Answer the enquiry precisely and in detail. Mark the areas in the answer where you are not sure.
    7. Enter important additional information about the sync server in the Description field.
  • Assign user-specific Sync Server accounts

    The use of AI integration can be restricted to individual Benutzer Users or Gruppen User groups. If you use the Sync Server

     Sync Server have activated the option User-specific, define the user group on the basis of Sync Server Accounts .

    1. Go to the Administration Administration tab in the function bar and select Administration Settings > Schnittstellen Interfaces > KalenderSync Synchronisation.
    2. Click on Sync. Server Accounts > Add and select the existingSync Server  AI Sync. Server > User.
    3. Enter the search parameters in the user search, select a user from the list and confirm with Save. The input window for the Sync. Server accounts setting opens.
    4. Optionally, enter an Alternative API key. You can use different API keys to manage access or budgets for AI requests with the AI provider, for example.
    5. If necessary, select a specific OpenAI model, which is used as a default for this user. The user can then still choose from all the released models.
    6. Enter specific instructions that apply to this user only in the Instruction to the AI field.
    7. save Save your input.
  • Provide general instructions for AI support

    General instructions to the AI can be entered for the entire corporation as well as for individual companies. If there are no separate instructions for individual companies, the AI will refer to the instructions for the corporation.

    1. Go to the  Administration Administration tab in the function bar and click on  Administration Settings >  betrieb Corporation.
    2. Enter details about your corporation in the AI > General instructions field. These will be automatically included in the background of every enquiry to the AI (introduction of the corporation, description of the range of services, mission statement and instructions on how the texts should be phraseded, modern, friendly, short, etc.).
      Example: "Gourmet-Gourmand GmbH is a catering company in the Rhine-Neckar region with a range of products for discerning tastes. "Small is beautiful" is our motto, which is why we cater for groups of no more than 50 people. Phrase elegantly and precisely."
    3. For Multi-Companies, go to the  Administration Administration tab in the function bar and click on  betrieb Company settings in the function bar, then select a company.
    4. Enter different details for multiple companies in the field AI > General instructions if necessary.
    5. save Save your input.
  • Create one text template per table for background information

    Create a text template for each table (Events, Accounts, ...) with key data per record, which is used as background information in every AI enquiry in the selected context. The data collected here is directly available to the AI. This optimises the result of the query without having to provide the data to the AI manually. When using these templates, ensure that you make extremely precise entries and use database references wherever possible. Do not use tables or formatting to explain relationships. Instead, describe the content in complete sentences. If you use lists, minimise loading times. Note that each time the AI support is called up, the background information is reloaded.
    Example: Create a text template of the type "Event template" to summarise the key data of the event.

    1. Go to the  Vorlagen Templates tab in the function bar and select  vorlage brief Text templates >  neu New. Alternatively, copy and customise an existing template.
    2. Enter a unique and descriptive Name for the template.
      Example: Background information event
    3. As Type, select a type that matches the desired Table , e.g. "Event template" or "Event datasheet" from the picklist.
    4. Specify the "AI template" group.
      Important:  Do NOT activate the property ki AI instruction, otherwise the template will appear in the selection of pre-formulated questions for the AI.
    5. Hide the template for users in the operational area by clicking on Administration Only for configuration.
    6. Enter your text with suitable bezug Database references. Please note that the loading time increases with the complexity of the template, especially if it accesses different tables.
      Example: This is an event on... The organiser is... The occasion is... The number of people is... The segments are always food, drinks, equipment, staff. This is an exquisite event. The decoration is optional. Flowers, candles and napkins are always included.
    7. save Save your input.
  • Store the text template in the table settings

    Save a text template with key data per record for each table (VA Events, Adresse Accounts, ...) in the Tabellendetails Table settings. This key data is included as background information in every AI request in the selected context. The data collected here is directly available to the AI. This optimises the query result without having to provide the data to the AI manually.

    1. Go to the  Einrichtung Configurations tab in the function bar and select  Tabellendetails Added fields to open the table you want.
      Example: VA Events
    2. Click on  vorlage brief Text template to the right of the Background information for AI field.
    3. Select your Background information template from the list.
    4. save Save your input.
  • Create AI instructions (prompts) as text templates

    Frequently repeated instructions to the AI (prompts) can be pre-formulated in Bp Event and created as text templates. These instructions should be as short and precise as possible.
    Example: "Translate into English!", "Phrase more elegantly!" "Summarise!"

    1. Go to the  Vorlagen Templates tab in the funciton bar and click on  vorlage brief Text templates > neu New. Alternatively, copy and customise an existing template.
    2. Enter a unique and descriptive Name for the template.
      Example: AI translation English
    3. Select the Type "Text block" from the picklist.
      Note: "Text block" templates are displayed in all text templates regardless of the table; templates that are based on a table are only offered in its context, e.g. event templates only in the context of editing events.
    4. Specify the "AI template" group and activate the property ki AI instruction - only offer in AI chat.
    5. Enter the AI instructions as text.
      Example: Translate the following text into English.
    6. Click on bezug Insert references in the toolbar and specify which text the template should refer to:
      1. [Selected text in edit window (left)] - the instruction should only refer to the selected text in the editing window
      2. [Text in edit window (left)] - the instruction should refer to the entire text in the editing window
      3. [Selected text in chat] - the instruction should only refer to the selected text in the chat window
    7. With the Translations module, separate variants of the AI instructions can be saved for each language and used accordingly when processing a foreign-language letter or editing the translation of an item.
    8. save Save your input.

      Read more about Creating a new text template
  • Enter AI instructions for languages

    AI instructions can be used for translations. With the Translations module, separate AI instructions can be entered for each language. These instructions are then used accordingly when editing a foreign-language letter or editing the translation of an item.

    1. Go to the  Administration Administration tab in the function bar and select Sprache Languages.
    2. Open a language by double-clicking on it.
    3. Enter a preferred language style (register, wording) in the Instructions to the AI field.
      Example: Answer in formal English, do not translate the company name "Gourmet-Gourmand".
    4. save Save your input.