AI assistant in OpenBoxes

Ask OpenBoxes about your stock

The AI assistant works inside OpenBoxes. Ask a question in plain words and get a short answer, the figures behind it, and a link to the OpenBoxes screen that shows the same thing.

Try it on the demo See pricing

Questions it answers

How many 10 ml syringes do we have at each of my locations?
When do the saline lots at the Main Warehouse expire?
What's on its way to Clinic B?
What does Pending mean on this screen?

It finds products, shows stock at one location or across your locations, lists lots with their expiry dates and bins, lists the stock movements going to or from a location and the lines of a movement, and explains the screen you are on. Answers say what was looked up and can link to the OpenBoxes screens that show the same figures.

It can also show how stock has changed, from the daily stock check behind the Reports page: how a product's stock moved over the last 90 days or 13 months, which products were out of stock most often, and months of stock. These answers are quantities only, say when the check was, and are not available on the public demo.

It works as you, and only where you can

The assistant asks OpenBoxes with your own sign-in, so it sees what you can see and nothing more. It only looks at the locations you can open in OpenBoxes. Ask about another location and it tells you it left that one out.

Nothing changes until you confirm

Apart from draft stock requests and stock changes, which the account owner turns on separately, the assistant cannot create, edit or delete anything in OpenBoxes. Neither changes anything until you click Confirm, the assistant cannot undo a stock change, and it never touches users, roles, passwords or settings.

Built so a strange product name can't take over

Answers appear in a sealed box that cannot reach your OpenBoxes session or load anything from the internet. The assistant can only use a fixed list of lookups, so text hidden in a product name or description cannot send it anywhere else.

Draft stock requests, when you turn them on

The account owner can also let the assistant prepare draft stock requests. Ask "Request 20 Gauze from the Main Warehouse for here", check the draft it shows, and click Confirm. Then "make it 30" changes the quantity, with its own Confirm.

Nothing changes in OpenBoxes until the person using it clicks Confirm, and each Confirm makes only the change shown.
The draft is always a request into the location the person is working at, and it is never submitted: it is listed in OpenBoxes as Pending until someone finishes it.
Only people whose OpenBoxes role at that location is Assistant or above can use it.
It is a separate switch, off until the account owner turns it on and agrees to its terms. No extra charge: preparing a draft counts as one question, and Confirm and Cancel use none.
Every confirmed change is listed in the customer portal under Changes made with the assistant.

Draft stock requests are available on Shared, on Dedicated and on the demo. On Enterprise they are available where your agreement provides for them.

Stock changes, when you turn them on

The account owner can also let the assistant change stock in OpenBoxes, one kind at a time. Each kind has its own switch, off until the account owner turns it on and agrees to the terms for stock changes. These switches are separate from draft stock requests.

The assistant shows a preview first. Nothing changes in OpenBoxes until the person using it clicks Confirm, and each Confirm makes only the change shown.
It works only at the location the person is working at. To change stock somewhere else, they switch location in OpenBoxes first.
The assistant cannot undo a stock change. If one was wrong, a person with the right permissions corrects it in OpenBoxes.
New lots, new bins, write-offs and expiry-date changes are done in OpenBoxes. Minimum and maximum levels cannot be changed with the assistant.
No extra charge: preparing a stock change counts as one question, and Confirm and Cancel use none. Every confirmed change is listed in the customer portal under Changes made with the assistant.

Cycle counts

Switch: Enter and submit cycle counts. People whose OpenBoxes role at that location is Assistant or above.

Enters counted quantities on a cycle count already started in OpenBoxes at the location the person is working at, and submits it. It cannot create or start a count.
Entering counts does not change stock. On submit, a count where every quantity matches is recorded in OpenBoxes as the new count, with no change to quantities; where a count differs, OpenBoxes asks for a recount, which is done in OpenBoxes.
On a blind count it never shows the quantity OpenBoxes holds. The assistant cannot undo a submitted count.

Receive shipments

Switch: Receive shipments. People whose OpenBoxes role at that location is Assistant or above.

Receives stock on a shipment on its way to the location the person is working at, all of it or part of it (the whole shipment where the location receives whole shipments only). Whatever is not received stays open to receive later.
Lots and expiry dates are received exactly as shipped, into the bin OpenBoxes uses for receiving that shipment. The preview names the bin.
Stock changes as soon as the person clicks Confirm, and the assistant cannot undo a receipt. Writing off what is left and rolling back a receipt are done in OpenBoxes.

Record stock quantities

Switch: Record stock quantities. People whose OpenBoxes role at that location is Manager or above.

Sets the quantity on hand of one product at the location the person is working at, for the bins and lots it already holds there. The preview lists every one; the rest stay as they are.
Stock changes as soon as the person clicks Confirm, and the assistant cannot undo it. A new lot or bin is added in OpenBoxes.

Stock changes are available on Shared. On Dedicated, receiving shipments and cycle counts are available; recording stock quantities is on Shared only. On Enterprise they are available where your agreement provides for them. They are not offered on the demo.

Included on every plan, once you turn it on

The assistant is off until the account owner turns it on. Once it is on, your instance gets a monthly allowance of questions, shared by everyone on it.

Shared

100

questions a month, once turned on

Add packs of 500 a month if you need more.

Dedicated

500

questions a month, once turned on

Add packs of 500 a month if you need more.

Enterprise

2,000

questions a month, once turned on

Turned on once it is added to your agreement.

Off until you turn it on. The account owner turns the assistant on for the instance on the AI assistant page of the portal, after reading and agreeing to the AI assistant terms. From then on every OpenBoxes user on the instance can use it, and the owner can turn it off again at any time.

A daily limit too. Up to a fifth of the month's allowance can be used in one day (20 questions a day on Shared). The daily limit resets at midnight and the monthly allowance on the 1st, in your account's time zone. Unused questions do not carry over. During the 30-day free trial every plan gets the Shared allowance (100 a month, 20 a day); your plan's own allowance starts when your subscription begins.

Need more? Once the assistant is on, on Shared and Dedicated the account owner can add 500 questions a month for $25 a month ($240 a year on annual billing), up to 4 packs, once the subscription is paid. A pack can be bought only while the assistant is on, and if the owner turns the assistant off, every pack is scheduled to end at the end of the current billing period (no further charge after that, and no refund for the current period). On Enterprise, extra questions are part of the agreement.

Dedicated instances get the assistant the same way as Shared: the account owner turns it on from the AI assistant page in the portal, and the Assistant button appears in OpenBoxes within about a minute, with no restart.

Your data

To answer, the assistant sends your question, the OpenBoxes figures it looked up, and your name, roles, current location and the page you are on in OpenBoxes to Anthropic, our AI provider, and the request is processed in the United States. Under Anthropic's commercial terms, Anthropic does not train its models on it. Your password and your sign-in session are never sent.

We keep conversations for 90 days. A conversation ends when you sign out of OpenBoxes or your session times out, and there is no chat history to browse after that. Our staff read a conversation only when you ask our support team for help with it. Where draft stock requests or stock changes are on, we keep the record of each confirmed change for 1 year.

Try it on the demo

The public demo has the assistant switched on. You get up to 5 questions a day on the demo's sample data (visitors on the same network share that limit), and you can have it prepare draft stock requests there too, up to 3 confirmed drafts a day (switch to a clinic or depot first: the demo login starts at the Main Warehouse). The sample data is shared with other visitors and resets every night at 3 a.m. Eastern, drafts included. It does not change stock on the demo. Demo conversations are kept for 7 days.

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Good to know

Answers come from an AI and can be wrong. Check important figures in OpenBoxes.
It does not give clinical, dosing or other medical advice.
It answers from your instance as it is when you ask, with the access of the person asking.
The support chat in the portal is a separate assistant, and it stays free.

Questions about the AI assistant

What can I ask the AI assistant?

Ask about your stock in plain words. It looks up products, stock at one location or across your locations with lots, expiry dates and bins, the lots expiring soon at a location, the products below their minimum level, and open inbound and outbound stock movements. It also explains the screen you are on, and shows how stock has changed (stock history, stock-outs and months of stock) from the daily stock check.

Can it see locations I cannot open?

No. It works as the person signed in to OpenBoxes, with that person's own permissions, and only looks at the locations they can open. Ask about another location and it leaves that one out and says so.

What does it cost?

There is no add-on to buy. The assistant is off until the account owner turns it on, and from then each plan includes a monthly allowance of questions shared by everyone on the instance: 100 on Shared, 500 on Dedicated and 2,000 on Enterprise, as part of the agreement.

Can it change anything in OpenBoxes?

Only what the account owner turns on separately: draft stock requests, and stock changes (receiving shipments, entering and submitting cycle counts, and recording stock quantities, which is on Shared only). Each shows a preview and changes nothing until you click Confirm. Apart from those, it cannot change anything in OpenBoxes.

Are its answers always right?

No. Answers come from an AI and can be wrong, so check figures that matter in OpenBoxes. Answers about how stock has changed come from the daily stock check, not live stock. It does not forecast, and it does not give clinical, dosing or other medical advice.

Is the capability you need in here?

Ask about any feature: lot tracking, integrations, mobile, reporting. If we don't do something you need, we want to hear that too.

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