AI Biz Assistant User Guide

1. Accessing AI Biz Assistant

Step 1: Log in to GTG CRM

Log in to your GTG CRM account.

Step 2: Find the AI Assistant

In the bottom right corner of the screen, click the blue icon.

2. Main Interface

Conversation List

When you open the AI Assistant, you will see a list of your previous conversations.

Start a New Conversation

Click the "New Conversation" button to start asking the AI.

AI Assistant Interface

This is the main interface for interacting with the AI:

• Question Input Box: Where you type your questions.
• Suggested Questions: GTG CRM suggests some common questions.
• Chat History: Previous questions and answers.
• Attachments: When the AI creates Excel, PowerPoint, or Word files, the download button appears directly in the chat window.

3. How to Ask Questions

Basic Principles

• Use natural language as if you were speaking.
• The more specific your question, the more accurate the answer will be.
• You can ask follow-up questions based on previous answers.
• When you want to create a file, clearly state the type of file you need (Excel, PowerPoint, Word).

Examples of How to Ask Questions

Avoid: - "Show me data" - "Report" - "Make a contract"

Recommended: - "How many leads were there in May?" - "Create an Excel file summarizing May's revenue by product." - "Draft an employment contract for employee Nguyen Van A." - "Find the quote file for ABC in my Google Drive."

4. Business Data Analysis

This is the core feature group – the AI retrieves real data from GTG CRM and provides immediate answers.

Asking About Leads & Customers

Sample Question:

How many leads are there this month?

The AI will respond with the specific number of leads.

Asking for More Details:

List the leads.

The AI will list leads with information: Name, Creation Date, and related details.

Asking About Ad Campaigns

Sample Question:

Which ad campaigns are generating the most leads?

The AI will retrieve data from the Ads module (Facebook Ads, Google Ads) to answer.

Asking About Content & Social Media

Sample Question:

What type of content has high engagement and is effective on social media?

The AI will analyze social media posts and provide insights into the most effective content types.

Asking About Products

Sample Question:

Which product is selling the best?

The AI will list the best-selling products based on data from the Product Management module.

Asking the AI for Decisions

Sample Question:

Which area should I focus on?

The AI will analyze data and suggest the most effective marketing channels.

Asking About Risk Prediction

Sample Question:

If things continue as they are, where are the risks?

The AI will analyze trends and provide warnings about potential risks.

Asking AI to Suggest Keywords

Sample Question:

Suggest keywords for me to run Google ads for my industry.

The AI will suggest suitable keywords based on your products and industry.

Viewing Charts in Responses

For data analysis questions, the AI automatically generates visual charts directly within the chat window – no need to open Excel or any other tool.

Sample Questions:

Analyze the activity of the top 10 customers in the last 30 days, draw a chart.

Compare revenue by sales channel, display as a bar chart.

Draw a chart showing lead distribution by source this month.

The AI supports 3 types of charts in its responses: - Pie Chart - distribution, percentage. - Bar Chart - comparison, ranking. - Line Chart - trend over time.

Tip: Add the phrase "draw a chart" or "display as a chart" to any analysis question to get more visual results.

5. Automatic Excel File Creation (XLSX)

AI Biz Assistant can create Excel (.xlsx) files directly from data within GTG CRM. Simply describe the content you need – the AI retrieves real data, organizes it into a table, and generates a file for you to download.

How to Request an Excel File

Sample Questions: Create an Excel file summarizing May's revenue by product.

Export a list of the top 50 potential customers to an Excel file.

Create a report of last month's Facebook advertising costs.

Export current product inventory to Excel.

What AI Can Export to Excel

Report Type	Sample Question
Revenue	"Create an Excel of daily revenue for May."
Customers	"Export a list of new customers this month to Excel."
Products	"Create an inventory table by product."
Orders	"Export undelivered orders to an Excel file."
Advertising	"Create a report of costs and conversions for Facebook campaigns."
Leads	"Export all leads from May with their status to Excel."

How to Download the File After AI Creates It

After the AI responds, a "Download (.xlsx)" button will appear directly in the chat window. Click it to download the file to your computer and open it in Microsoft Excel or Google Sheets.

6. Automatic PowerPoint Slide Creation (PPTX)

AI Biz Assistant can create professional PowerPoint (.pptx) presentations, suitable for board meetings, regular reports, or pitching to partners.

How to Request a PowerPoint File

Sample Questions:

Create a slide summarizing May's business results, with 5 main slides.

Create a presentation report on the effectiveness of Q2 advertising campaigns.

Create a monthly summary PowerPoint for the sales team.

Draft a presentation on inventory status and stock replenishment suggestions for next week.

Tips for Requesting PowerPoint Files

• Specify the number of slides if needed: "include 6 slides."
• Describe the main content of each slide: "slide 1 overview, slide 2 revenue, slide 3 leads..."
• Let the AI decide: The AI can structure the content appropriately if you just describe the presentation's purpose.

How to Download the File After AI Creates It

The "Download (.pptx)" button appears in the chat once the AI finishes. The file is compatible with Microsoft PowerPoint and Google Slides.

7. Drafting Vietnamese Legal Documents

AI Biz Assistant can draft Vietnamese legal documents according to state regulations: Times New Roman font, 13pt, correct official letterhead, standard margins, and formal legal language. Files are exported as .docx, opening in Word and ready for printing and signing.

24 Document Templates Across 10 Categories

Category	Supported Documents
Company Formation	LLC Charter, Establishment Decision, Application for Investment Registration Certificate
Personnel & Labor	Employment Contract, Appointment Decision, Dismissal Decision
Authorization & Representation	Personal Power of Attorney, Organizational Power of Attorney
Meetings & Resolutions	Minutes of Member Council Meeting, Minutes of General Shareholders' Meeting
Economic Contracts	Business Cooperation Contract, Service Contract
Liquidation	Company Dissolution Decision
Internal Regulations & Policies	Company Internal Rules, Internal Operating Regulations

How to Use – AI Asks Step-by-Step

Simply state the type of document you need. The AI will ask for necessary information conversationally, so you don't need to know the full template beforehand.

Example 1 – Company Charter:

Create an LLC charter for my company.

The AI will ask sequentially:

• Full company name?
• Registered office address?
• Charter capital?
• List of members and their capital contribution percentages?
• Legal representative?
• Main business lines?

Once you provide all the information, the AI will generate a complete .docx file in the standard state format.

Example 2 – Employment Contract:

Draft an employment contract for my new employee.

The AI will ask:

• Employee's name? Date of birth? Address?
• Job title? Department?
• Type of contract: fixed-term or indefinite?
• Contract duration (if applicable)?
• Base salary?
• Salary payment method (monthly/weekly)?
• Start date of employment?

Example 3 – Power of Attorney:

Draft a power of attorney for the Hanoi branch director to sign contracts on my behalf.

Create a decision to appoint a Head of Sales.

Write minutes of the member council meeting in June regarding capital increase.

Vietnamese Document Formatting Standards

The .docx files generated by the AI adhere to:

Criterion	Details
Font	Times New Roman, 13pt
Letterhead	SOCIALIST REPUBLIC OF VIETNAM — Independence - Freedom - Happiness
Margins	Top 2.5cm, Bottom 3cm, Left 3cm, Right 2cm (standard administrative document format)
Symbol & Number	Correct format: No.../Company Name/Department
Signature Placement	Correct position, with title and signatory's name
Language	Official legal terminology, not casual language.

How to Download Word Files

After the AI finishes drafting, the "Download (.docx)" button appears in the chat window. The file is ready to be opened, further edited (if needed), and printed for signing.

Note: Documents generated by AI are for reference and to save drafting time. For legal documents with high risk or that are submitted to state agencies, it is still advisable to have a lawyer review them one last time before signing.

8. Connecting & Working with Google Drive

AI Biz Assistant can access your Google Drive after connecting your Google account. From there, you can ask the AI to find, read, and analyze documents in Drive without leaving GTG CRM.

Step 1: Connect Your Google Account

1. Go to Settings in GTG CRM.
2. Select Integrations.
3. Find Google Drive and click Connect.
4. Log in to your Google account and grant access permission.
5. Connection successful – the AI can now access Drive.

Connect only once. The AI will remember the access permission for future conversations.

Step 2: Ask the AI About Files in Drive

After connecting, you can ask the AI to work with Drive directly through your questions:

Finding Files:

Find the contract file with Minh Hung customer in Google Drive.

List all files in the "Q2 Reports" folder on my Drive.

Reading and Summarizing Documents:

Summarize the content of contract file ABC in Drive.

Read the file "May Report.docx" on Drive and tell me the main points.

Comparing Drive Data with GTG CRM:

Compare the figures in the quote Excel file on Drive with the actual revenue on GTG CRM.

Video Metadata:

Tell me the information for the video "New Product Demo" in Drive.

9. Understanding Results

Response Formats

AI Biz Assistant provides responses in various formats depending on the question type:

Format	When to Use
Simple Metrics	Asking "how many...", "total..."
Lists	Asking "list...", "show me a list of..."
Analysis	Asking "why...", "compare..."
Suggestions	Asking "should...", "suggest..."
Charts (New)	Asking for analysis + adding "draw a chart" or "chart format"
Excel Files (.xlsx) (New)	Asking "create an Excel file...", "export to a table..."
PowerPoint Files (.pptx) (New)	Asking "create slides...", "create a presentation..."
Word Files (.docx) (New)	Asking "draft a contract...", "create a charter...", "write minutes..."

Asking for More Details

If a response doesn't provide enough information, you can ask follow-up questions within the same conversation:

- "Give me more details about..." - "List specifically..." - "Explain further about..." - "Change item X to Y" (for texts/files)

10. Tips for Effective Use

Do

1. Ask specific questions - Instead of "revenue," ask "what is the revenue for May by product?"

2. Use timeframes - "In the last 7 days..." - "This month..." - "Q2 2026..."

3. Ask follow-up questions in the same chat - After receiving an answer, continue asking deeper questions without needing to repeat the context.

4. Request comparisons - "Compare this month's revenue with last month's." - "Which channel is more effective: Facebook or Google?"

5. Request AI to create files when you need to export data - Instead of copying a list from the chat, say: "Export this result to an Excel file."

6. Add "draw a chart" to analysis questions - "Analyze lead distribution by source, draw a pie chart."

7. For legal documents, just start – AI will ask for missing information - Just type "Create an employment contract," and the AI will ask for each piece of information.

8. Connect Google Drive before asking about files - Settings → Integrations → Google Drive → Connect

Don't

1. Ask overly general questions - "Show me all data." - "Make a report."

2. Ask about data not yet in the system - The AI can only answer based on data already entered into GTG CRM (or files in Google Drive if connected).

3. Expect the AI to know information outside of GTG CRM - The AI does not have general market data unless you have saved that information in Drive.

4. Request a complex legal document and then fail to provide the information the AI asks for - The AI needs complete information (names, dates, amounts, parties, etc.) to create the correct document. Please answer all of the AI's questions.

Summary

AI Biz Assistant helps you:

• Query data using natural language.

• Aggregate information from various modules within GTG CRM.

• Receive insights, charts, and action recommendations.

• Save time on report viewing.

• Make data-driven decisions.

• Automatically create Excel files from real data.

• Create professional PowerPoint slides.

• Draft 24 types of Vietnamese legal documents in compliance with state regulations.

• Read and analyze Google Drive files directly from the AI.

Note: AI Biz Assistant is continuously being improved. If there are questions the AI cannot answer, please provide feedback so the GTG CRM team can update it.