AI connection
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AI connection is where the owner switches on, or off, the option for members to connect the AI assistant they already use to this workspace, and where the owner sees and ends every connection.
Why this protects your organisation
An AI assistant can answer questions about your organisation and prepare work, but it also means data of this workspace goes to the AI service the member chose, which can be outside the EU. That is why it is off until the owner decides otherwise, and why every connection can be ended at once. People still decide in Trustbird itself.
Steps
- Open AI connection in the Workspace group.
- Read the explanation about where the data goes, then choose Switch on the AI connection.
- Give members the address shown on the screen. They add it in their AI assistant and sign in the way they do in Trustbird, including the second factor.
- Below the address you see every connected assistant, with the member, what it may do and when it was last used. Choose Disconnect to end one.
- What an assistant hands in appears in Trustbird as a concept and on the attention list of the member behind the connection and of the owner. A suggested change to an existing record is under See the changes your assistant suggested; choose Take over or Reject there.
- To let a script or tool deliver evidence by itself, make a machine connection under Machine connections: give it a name, a responsible person, an expiry date at most twelve months ahead and the measures it may deliver evidence for. Copy the token straight away, because it is shown once.
- To end everything at once, choose Switch off the AI connection.
A connection belongs to one member in one workspace. It only works on the address of that workspace, and it only sees what that member may see in Trustbird itself. An assistant can never decide anything for you: what it hands in is a concept that someone in Trustbird still has to decide on.
What is recorded
Switching the connection on records who did it, when and the explanation that was shown. Every new connection and every disconnection appears in the audit log.
Ending a connection
A disconnected assistant is refused at once. Switching the connection off disconnects every assistant of the workspace. A member who leaves the workspace loses the access of their assistants as well.
What an assistant can hand in
With the right to hand in concepts, an assistant can create a task, incident, risk, supplier or piece of evidence. Such a record starts in the same state as one you create yourself; a piece of evidence always waits under review until someone has looked at it. A change to an existing record does not change that record: it becomes a suggestion that you take over or reject under Changes suggested by your AI assistant. Only someone who may edit the record themselves can take it over. An answer to a question of a security questionnaire is taken over in the questionnaire itself.
An assistant can never mark a requirement as met, accept or close a risk, establish a document or Statement of Applicability, close an incident or record an audit conclusion. That decision stays with a person.
Machine connections
A machine connection belongs to the workspace, not to a person. It can deliver evidence for the measures you chose and nothing else, each time with the moment the event happened and its own source record id. Delivering the same source record id again does not make a second piece of evidence. What arrives waits under review and appears with the evidence of the measure until a member has looked at it.
Fourteen days before the expiry date the responsible person gets a task to renew the connection or let it lapse. Making and ending a machine connection appears in the audit log, never with its token. Switching off the AI connection ends the machine connections too.
If it does not work
I do not see AI connection
Only an owner of the workspace sees this screen and can switch the connection on or off.
The address answers with 'not found'
The connection is off. Until an owner switches it on, the address behaves as if the workspace does not exist.
A member wants to end their own connection
Every member does this in their own profile, under AI assistants you connected.
An assistant may only read
Advisors can only read through an assistant. Other members choose at sign-in whether the assistant may also hand in concepts.
Screens this is about
- AI connection
- Changes suggested by your AI assistant