You can use AI creative assistance when writing emails or notes in Ezekia using 'Open AI', to augment your records with data from the internet, or to analyse your data in the Query Builder.


Note: OpenAI and ChatGPT are two very different products offered by the same company, although you can log in to both using the same login details. Ezekia requires a subscription to OpenAI. OpenAI has a 'pay as you go' model, but it is reasonably priced.  There is a free option, but it is extremely limited.


TABLE OF CONTENTS


Setup

You only need one OpenAI account, which will be used by all the users in your firm.  An administrator will need to sign up for an account at https://platform.openai.com. Once that is up and running, they can obtain an API key (a long string of letters and numbers that identifies your account) from OpenAI.  To do this, in OpenAI the administrator can click on the 'API Keys' tab.  On this page, click 'Create a new secret key' to create a key with full access. Copy the new key provided into your clipboard.


In Ezekia, the administrator can then connect OpenAI by going to Settings, Integrations, OpenAI.  There, they can paste the API key and activate the new function.


As profile data can now be sent to Open AI for summarisation, to comply with privacy rules, it is important that you opt out of allowing Open AI to learn from the data it is sent.  There is a link to do this on the Settings/Integrations/Open AI page.


Once you have a subscription, the administrator can choose in Ezekia which GPT model to use. As you might expect, the most sophisticated models are generally more expensive to use (model pricing details are available in Open AI), but in practice might not be much different to the cheaper models for how you want to use them. We suggest starting with a mid-range model and increasing or decreasing the model in Ezekia based on your experience with how well it performs for you.


Model information and details can be found here: https://platform.openai.com/docs/models

Please note that Ezekia record enrichment is only available on the following models:
'gpt-4o', 'gpt-4o-mini', 'o1', 'o3', 'o3-mini', 'gpt-4o-search-preview', and 'gpt-4o-mini-search-preview'.


The OpenAI functionality depends on you having sufficient credits available with OpenAI.  If you see this message, it simply means that you have run out of credits:

OpenAI will start working again if you pay them for some more credits.



Creating and Enhancing Emails, Notes, and Descriptions

Once it is activated, all the firm's users will be able to use the new functionality when creating an email or when updating the person summary field, any description or notes field.  A new ‘OpenAI’ button will be available above the email text box or to the right of the description or notes fields, as shown.  

 

 


Emails

Click the Open AI button and either select one of the prompts or enter your own email subject.  OpenAI will compose an email for you.   You will always need to check and sometimes adjust the text it gives you.


Click here for a short video explainer on how you can use OpenAI with Ezekia email.


Person Summary, Description, Comments, Paragraph Custom Fields and Researcher Notes

In addition to the options mentioned under 'Notes and Comments', you can use Open AI to summarise the current candidate's details.  Use the pencil icon to open the person's details, then press the open AI button next to the summary field (1).  By default, the Custom option will be selected, but you can still refine the text used in the instruction section (2).  When you 'Generate' (3), a summary of the entire profile will be generated - use 'Replace' to store the new text in the Summary field and press Save.  The summary field is available to use in custom Word and Query Builder reports.  


If you don't want to include the profile details (so that OpenAI just returns text according to your instructions), you can untick 'Include record data'.




Expand

This will expand on the text currently in the Content area when you click Generate.  Click Revert to restore the text to what it was.


Grammar

This will improve the grammar of the text currently in the Content area when you click Generate.  Click Revert to restore the text to what it was.


Improve

This will improve the readability of the text currently in the Content area when you click Generate.  Click Revert to restore the text to what it was.


Summarise

This will summarise the text currently in the Content area when you click Generate.  Click Revert to restore the text to what it was.


Translate

You need to enter the language you want to translate the text to.  When you click Generate, the text will be translated. Click Revert to restore the text to what it was. 


Enrich Your Records

You can enrich Company and Person records using publicly available information from the internet. This is only available to OpenAI plans mentioned in the Setup section above. For people records, enrichment works best if the person has an internet presence beyond LinkedIn.


To enrich a person or company record, click on the AI button shown near the top of the record:

For company records, you may need to confirm which company matches the one you want information about.


You will then be given a range of options of fields to enrich (the picture below is from a person enrichment).


You might not want enrichment on some fields. For example, if you already know the person's email and phone number, there is little point in looking for more. In this case, untick the sections that are not required, and click 'Enrich selected fields'.


The system will return all the data it can generate. You do need to review this - you can tick the boxes to accept an update (then click 1, below) or accept all the suggested updates (click 2).


Query Builder

Open AI can be used to analyse the results in query builder, giving text answers to questions asked. For example, if you generated a list of Assignments and included revenue data in the results, you could ask 'Who are the top three best performing researchers by revenue?' and OpenAI will give you a response with the answer, based on the query output data.


To be able to use this feature, you need to be authorised to do so by your administrator (it uses the 'Download' functionality on the permissions screen). If you are authorised, after running a query, an extra text entry box will appear as shown under the filter section.



As this feature is so flexible, unlike other Open AI functions in Ezekia, there is no prompt - you simply type any question relating to the data into the box arrowed and press the 'Ask AI' button. The answer you will be given only relates to the data that has been returned in Query Builder, so if you want to ask about a particular field, make sure it is included in the data.


The responses can be copied to your clipboard, but are not otherwise stored in Ezekia. 


Further example questions:

  • How much revenue have we earned in each sector this year?
  • Who has arranged the most meetings tagged 'BD' this month?
  • Who are the top three fee split earners this month?
  • What is our average revenue per assignment this year compared to last year?