AI Dataset

AI Dataset is part of TIPP CORE. It is the form where you create or edit one AI dataset: a saved, read-only data query whose results are given to the AI as background data, together with optional instructions telling the AI what to do with that data. The page title shows “New AI Dataset” when you create one and “Edit AI Dataset” when you open an existing one. It is normally used by Synergy administrators, or by the roles that have been given access to this page, when setting up a new AI analysis for the business.

Before you start

• Who can open the AI Dataset page: the page first passes the standard TIPP page security check. If a role is assigned to the AI Dataset page on the TIPP Page Security page, that role setting decides who gets in. If no role is assigned to the page, only Synergy administrators (role 0) get in. Everyone else is denied access.
• If access is denied for someone who should have it, ask whoever manages TIPP page security to assign a role to the AI Dataset page.
• You need a SELECT query that returns the data you want the AI to see. The query text is stored as written and runs as written.
• To pull data from Exact Globe, you need the number of the Exact Globe division. To pull data from Synergy, you leave Division empty.
• Datasets are opened from the AI Datasets list page. Its New button opens the AI Dataset form empty, and opening an existing dataset from the list opens it for editing.

How to create a new AI dataset

1. Open the AI Datasets list and press New. The AI Dataset page opens with the title “New AI Dataset”.
2. In Dataset Key, type a short unique identifier (up to 50 characters). This is required.
3. In Display Name, type the friendly name (up to 100 characters). This is required.
4. In Division, type the Exact Globe division number, or leave it empty to query Synergy directly.
5. Leave Active on Yes so the dataset is available to the AI chat.
6. In the SQL box, type or paste your SELECT query. Use TOP to limit the number of rows.
7. Press Test Query. A green message shows the total number of rows, the number of columns, and each column name with its data type. Fix anything that shows a red message.
8. Optionally fill in Context Prompt with instructions for the AI.
9. Press Save. If there are no errors you return to the AI Datasets list.

How to edit an existing dataset

1. Open the dataset from the AI Datasets list. The page title shows “Edit AI Dataset” and the fields are filled in. Dataset Key is locked and cannot be changed. Active shows the saved setting: Yes for an active dataset and No for an inactive one.
2. Change Display Name, Division, Active, the Security fields, SQL or Context Prompt as needed.
3. Use Test Query to check the SQL. The test does not save anything.
4. Press Save. You return to the AI Datasets list.

How to test a query

1. Enter the SQL in the SQL box. If the data comes from Exact Globe, also enter the Division.
2. Press Test Query. The dataset is not saved.
3. Read the result. A green message “Query valid – N total rows | N columns: …” means the query works. “Query executed successfully – no rows returned.” means it works but returns nothing right now.

How to switch a dataset off without deleting it

1. Open the dataset so the page shows “Edit AI Dataset”.
2. Set Active to No.
3. Press Save. The dataset stays saved but is not offered to the AI chat. When you open it again, Active shows No.

How to delete a dataset

1. Open the dataset so the page shows “Edit AI Dataset”.
2. Press Delete. The Delete button only appears on existing datasets, not on new ones.
3. Confirm the question “Delete this dataset?”. The dataset is removed and you return to the AI Datasets list.

Screen guide

Dataset Definition

• Dataset Key: required, up to 50 characters, must be unique. It cannot be changed after the dataset is saved.
• Display Name: required, up to 100 characters. The friendly name of the dataset.
• Division: optional, up to 20 characters. The page note says “Leave blank to query Synergy directly.” When a division is entered, the query runs against that Exact Globe division.
• Active: Yes or No. Only active datasets are offered to the AI chat. A dataset set to No is kept but not used.

Security

• Security Level: a whole number, optional. The default shown is 10. The page itself does not explain what the number controls.
• Security Role: optional list of all roles. The first choice is “No restriction”. The other choices are the roles defined in Synergy, sorted by name.

SQL Query

• SQL: the query that loads the data. The page notes “Query executed to load context data. Use TOP to limit rows. Results are sent as-is to the AI provider.” Only include data you are willing to share with that provider.
• Test Query: runs the query and reports the result without saving.

AI Instructions

• Context Prompt: optional instructions placed in front of the data when it is sent to the AI. The page gives the example “You are analyzing open purchase orders. Summarize by vendor…”. The suggested text is “Analyse this dataset and be ready to answer questions.”

Buttons

• Save: validates and saves, then returns to the AI Datasets list.
• Delete: removes the dataset after confirmation. Hidden on a new dataset.
• Close: leaves the page without saving.

Messages and what to do

• “Dataset Key is required.” Type a key before saving.
• “Display Name is required.” Type a display name.
• “SQL Query is required.” Enter the query.
• “A dataset with this key already exists.” Choose a different Dataset Key for a new dataset.
• “Only single SELECT statements are allowed. INSERT, UPDATE, DELETE, DDL, EXEC, SELECT INTO, CTEs, and multiple statements are not permitted.” The query must be one plain SELECT. Remove any WITH common table expression, any second statement after a semicolon, and any write, create, drop, execute or INTO instruction. This message can appear on Save and on Test Query.
• “Please enter a SQL query first.” You pressed Test Query with an empty SQL box.
• “Query error: …” followed by a database message. The query failed to run. Correct the query, or check that the Division number is right.
• “Query executed successfully – no rows returned.” The query is valid but returned no data at the moment.
• Access denied: you are not allowed on the AI Dataset page. Ask an administrator, or whoever manages TIPP page security, to give your role access to the page.

What you cannot do here

• You cannot change a Dataset Key after saving. Create a new dataset with the new key and delete the old one instead.
• You cannot save any query that changes data. Only one read-only SELECT is allowed.
• You cannot use this page without access. Without a role assigned to the page, only Synergy administrators can use it.
• You cannot see the full list of datasets here. Use the AI Datasets page.

Related pages

• AI Datasets: the list of all datasets, where New and editing start.
• TIPP Page Security: where a role is assigned to the AI Dataset page.
• The TIPP AI chat: the chat that uses active datasets as background data.

Common questions

What is an AI dataset?

It is a saved SELECT query plus optional instructions. The query results are handed to the AI as data to analyse, so people can ask questions about that data.

How do I create a new AI dataset?

Open AI Datasets and press New. Fill in Dataset Key, Display Name and SQL, test the query with Test Query, then press Save.

Why do I get access denied on the AI Dataset page?

Your role is not allowed on the page. If a role is assigned to the AI Dataset page on TIPP Page Security, that setting decides who gets in. If no role is assigned, only Synergy administrators (role 0) can open it. Ask whoever manages TIPP page security.

Who can open the AI Dataset page?

Whoever the TIPP Page Security setting for this page allows. When no role is assigned to the page, only Synergy administrators can open it.

What should I enter in Division?

Enter the Exact Globe division number if the data lives in Exact Globe. Leave it empty to run the query directly on Synergy.

Why can I not change the Dataset Key?

The key is locked once the dataset exists. To use a different key, create a new dataset and delete the old one.

Why does Save say only single SELECT statements are allowed?

Your SQL contains something other than one plain SELECT, such as a WITH query, several statements, or an instruction that changes data. Rewrite it as a single SELECT.

What does Test Query do?

It runs your query and shows the total row count, the column count and the column names with their types. It does not save anything.

What does Active control, and why does an inactive dataset show No?

Active Yes makes the dataset available to the AI chat. Active No keeps it saved but not offered. When you open a dataset that is inactive, Active shows No, so saving it again keeps it inactive.

What does Context Prompt do?

It is optional text placed before the data when sent to the AI, telling the AI what the data is and how to summarise it.

Is my data sent outside the company?

The page warns that results are sent as-is to the AI provider. Limit rows with TOP and select only the columns you are willing to share.