This article provides administrators and Facilities Managers with an overview of how FexaAI is configured and how it integrates with your existing Fexa environment.
What FexaAI Does
FexaAI is an AI-powered work order creation experience that replaces the traditional form with a conversational chat interface. It is designed primarily for store team users (Store Managers, District Managers, Regional Managers) but can be enabled for other roles as needed.
Key points for administrators:
FexaAI does not change any existing workflows — once a work order is created, it follows the same assignment, approval, and dispatch processes already configured in Fexa
FexaAI respects all existing permissions — users only see field values they have access to
FexaAI uses your existing configuration — priorities, categories, and required text fields all come from your current Fexa setup
FexaAI is not trained on just any data — it uses intelligent prompts, your category structure, and troubleshooting documents to guide conversations
How FexaAI is Enabled
FexaAI is enabled by permission group. When enabled for a group:
All users in that group will see FexaAI as the default work order creation experience
The classic "Create Work Order" option is hidden from the "+" menus
The standard form is accessible only if permitted
Fields Supported by FexaAI
FexaAI can fill in the following fields on a work order:
Field | Type | Notes |
|---|---|---|
Client | List (searchable) | Filtered by user permissions |
Store | List (searchable) | Depends on Client being set first; auto-locks if only one option |
Category | Tree (hierarchical) | Uses category names and descriptions for matching |
Priority | List (searchable) | Uses existing default priority configuration |
Class | List (searchable) | Work order classification |
Description | Free text | Built from the conversation and troubleshooting |
Custom Required Fields | Text only | Only text-based custom fields are supported |
Optional Fields
Area — Available in the Work Order Details panel for manual selection
Asset — Available in the Work Order Details panel for manual selection
Priority Configuration
FexaAI uses your existing default priority configuration. It does not introduce any new priority logic. AI-created work orders follow the same priority rules already configured in Fexa.
Verify that your default priorities are correct and that the AI can properly infer them. This is typically reviewed during onboarding.
Category Configuration
FexaAI relies on accurate category structure to correctly classify work orders. For best results:
No duplicate category names across trades or sub-categories
Category descriptions must be clear and specific — FexaAI uses these descriptions to determine the correct category
Categories can be restricted from FexaAI even if the permission group normally has access to them
Duplicate or ambiguous category names can cause incorrect field mapping, confusing troubleshooting flows, and inaccurate reporting.
Standard Form Access Control
You can control whether users in a permission group can access the standard form in addition to FexaAI:
Setting | Behavior |
|---|---|
Standard form enabled | Users can toggle between FexaAI and the classic form |
Standard form disabled | Users can only create work orders through FexaAI |
This is configured per permission group. Users cannot bypass this setting via bookmarked URLs — access is enforced at the application level.
Data Privacy and Security
Your data is not shared with other customers — all customer-specific data is isolated
Customer-specific troubleshooting documents are partitioned by customer
The AI never pulls information from the open internet — it only uses content provided by Fexa or your organization
Getting Help
For configuration changes, troubleshooting document updates, or questions about FexaAI capabilities, contact your Customer Success Manager. They coordinate with the Product and Engineering teams to make adjustments to your FexaAI setup.