Activating AI Tools

Before any AI feature can be used, AI Tools must be activated on the AI Tools Settings page. Activation is a single toggle that applies to the whole portal and gates every other AI setting.

To activate AI Tools:

1. Navigate to Setup > Manage > Community Settings > AI Tools Settings.
2. In the AI Status panel at the top of the page, toggle Enable AI.
3. An Activate AI Tools dialog appears. Read the notice and click the link to review the Magentrix AI Services: Data & Privacy Policy.
4. Click Activate. The status badge changes from AI is Disabled to AI is Active and the three configuration tabs appear: AI Search & Ticket Deflection, Wizard Assistant, and MCP Settings.

What Activation Does

• Records your acceptance of the Magentrix AI Services Data and Privacy Policy.
• Reveals the three configuration tabs so you can configure individual AI features.
• Allows background indexing jobs to run when knowledge sources are saved.
• Begins counting AI Indexing Storage usage against your licensed limit as content is embedded.

Disabling AI Tools

To disable AI Tools, toggle Enable AI off. A confirmation dialog explains the consequences before the change is saved:

• All AI-powered features are paused immediately.
• Indexed AI data is retained for 30 days in case you re-enable AI within that window.
• If AI is not re-enabled within 30 days, all AI-related data is permanently deleted. To resume using AI after that, you must set it up again from scratch.

Click OK in the dialog to confirm. The status badge returns to AI is Disabled.

AI Indexing Storage

AI features consume indexing storage measured in tokens. Each portal has a licensed storage limit. Usage updates automatically as new content is embedded; when the limit is reached, the AI Tools page indicates that storage is full and indexing of additional content is paused. To make room, remove content from a knowledge source and save - the corresponding embeddings are deleted and storage is freed.

Use Cases

• Initial activation. Activate as part of the first-time AI Tools rollout. Plan to keep AI enabled continuously after this; the 30-day deletion window means short-term toggling for testing is risky.
• Temporarily pausing AI for an audit. If a security review or content audit requires AI to be paused, disable and complete the audit within 30 days, then re-enable to retain all indexed data.
• Permanent decommission. If AI is being permanently removed from the portal, disable and let the 30-day deletion window run out so all indexed content is purged.

Troubleshooting

• Symptom: The Enable AI toggle is read-only.
  Cause: You are signed in as a Magentrix host or via delegated (Login As) access. AI activation is blocked in those sessions for security and data ownership reasons.
  Resolution: Sign in directly as a portal administrator and try again.
• Symptom: The page does not show the AI Tools Settings option in Community Settings.
  Cause: The portal license does not include the AI Assistant feature.
  Resolution: Contact your Magentrix account team to confirm or upgrade your license.
• Symptom: The status badge says "AI is Active" but no tabs appear.
  Cause: Browser cached an older version of the page.
  Resolution: Hard-refresh the browser (Ctrl+Shift+R or Cmd+Shift+R).
• Symptom: Re-enabling AI after a long pause does not restore previously indexed content.
  Cause: AI was disabled for more than 30 days; indexed data has been permanently deleted.
  Resolution: Re-add knowledge sources on each tab and save to trigger fresh indexing.

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