Configure and use AI tools | Zoho Sprints Help

Configure and use AI tools

Zoho Sprints leverages generative AI to smoothen out and elevate the nuanced areas of project management, facilitating ease and speed. It provides the vital assistance that is required to articulate ideas with clarity, generate crisp and clear discussions, remove language barriers, and simplify the technical review of the items in aspects of scripting. Availing these capabilities using AI integration ultimately improves the quality of your project management process, which in turn improves the quality of your deliverables.


 
Feature Availability: All paid plans  (Starter, Elite and Premier)
 Accessibility: All portal users except Client and Vendor users  

Supported AI vendors 

  1. In-house:
    1. Zia (powered by open source language model Llama 3.1)
  2. External vendors:
    1. OpenAI
    2. Google AI Studio
    3. Anthropic
    4. Cohere

ZIA: In-house AI Vendor  

Zia is our own Zoho's AI vendor and its generative AI abilities are powered by open source language model (Llama 3.1 = License). Zia integrates seamlessly into Zoho’s suite of applications. If the workspace owner chooses Zia as their AI vendor, all the workspace users will automatically get access to the AI features supported by Zia.

Benefits  

  1. Simplifies content creation
  2. Improves user experience
  3. Increases product efficiency

Know the AI features supported in Zoho Sprints 

  1. Translate: If you're working with a global team, translation helps bridge language barriers, making collaboration smoother.

  2. Rephrase: This feature helps reword content to make them clearer, more professional, or tailored to individuals, ensuring that everyone understands project updates and requirements.

  3. Summarize Content: Whether it’s long content or meeting notes, AI can summarize key points, so you don’t have to sift through lengthy content to find the important takeaways.

  4. Shorten: Short sentences are easier to understand than the long ones. You can use AI tool to shorten the sentences.

  5. Punctuate: Structure your ideas by breaking up the sentences using the Punctuate feature.

  6. Checklist:
    1. Checklist: Helps create a checklist based on the item name.
    2. Definition of Done: Helps create a checklist to analyze the readiness of the work item.
    3. Acceptance criteria: A checklist created based on the specific condition a feature must meet to be accepted. They ensure the functionality works as expected, handling all edge cases, validations, and integrations.

  7. Conversation sentiment: Sentiment analysis of the conversation helps measure the positive, negative, or neutral comments towards the work item.

  8. Conversation tone: Helps you assess the tone of messages, whether they sound happy, rude, or polite, and so on, and act accordingly.

  9. Product description:  Provide a gist of what the product would do to get a captivating product description.

  10. Meeting Topics: Minutes of the Meeting contains the information discussed during the meeting. This can be generated via Meeting topics.

  11. Application Use cases: Use cases help the users know the functionality of the feature and know how to use it real-time.  You can use this Application Use cases feature to generate use cases. The use case will be generated based on the work item's title.

  12. Conversation summary: In the comments section, there can be multiple comments, and reading through all of them can be time consuming. With Conversation summary, you can get the summary of all the comments at once.

  13. Explain code: Know what the code does using the Explain code feature.

  14. Generate code: You can share your requirement to develop a code to the AI service, and the code will be developed based on it.

Activate AI Tools 

Only the workspace owner can activate the AI tools. To activate the AI tools:
  1. Click in the top-right corner to navigate to the Settings page.
  2. Navigate to Workspace Settings > AI Tools.
  3. Click the Activate button to avail the AI tools securely. 
 
Once done, the workspace owner can choose the required vendor for AI assistance.

Enable AI vendor 

Only the workspace owner can enable the AI vendor. When the workspace owner enables the AI vendor, they need to decide whether they would like to share the API key with the workspace users or allow the workspace users to add their own API keys.
 
When the Self option is selected, the workspace users can add their own API keys and use the AI features.  
 
To enable the AI vendor:
  1. Click in the top-right corner to navigate to the Settings page.
  2. Navigate to Workspace Settings > AI Tools.
  3. Select the required AI vendor tab.
  4. Choose the API key scope; For Self or For Workspace.
  5. If you had selected For Self, click Enable.
    API key can be configured later, when required.
  6. If you had selected For Workspace, click Next and configure your API key.
    Since the API key will be shared with workspace users, the API key should be configured right now.
  7. Now, click Enable.
  8. Select the checkbox to confirm your action and then click Enable to enable the respective AI vendor. 
 
Now, the selected AI vendor will be enabled for your workspace.
 
The chosen AI vendor will only be available for workspace users. The workspace users can access the AI vendor directly if the API key is shared by the workspace owner. If the workspace owner hasn't shared the API key with the users, then they can configure the AI vendor by adding their own API key.

Add API key 

The workspace owner can choose whether the API key should be added individually by each user or if they prefer to share the API key with all users in the workspace. When the workspace owner has enabled an AI vendor and allows the users to add their own API key, the Add API key option will be available for the workspace users as well.
 
To add API key:
  1. Click in the top-right corner to navigate to the Settings page.
  2. Navigate to Workspace Settings > AI Tools.
  3. Select the required AI vendor tab.
  4. Add the API key in the API Key text box. Click here to know how to generate API key.
  1. Workspace owner can update their API key scope anytime after enabling the AI vendor.
  2.  API key isn't required if you are using our in-house AI assistant ZIA.  
  3. Each user can add only one API key per vendor.

Generate API key  

To generate an API key:
  1. Log in to the respective AI vendor.
  2. Go to the API Keys section.
  3. Create a new API key and copy it.
  4. Alternatively, copy an existing key.
  5. Paste the copied key in the API key field in Zoho Sprints.

Remove API key 

  1. When the workspace owner removes a shared API key, it will prevent all workspace users from accessing the associated AI vendor.
  2. Workspace users who had added their API keys can delete their API key anytime.
  3. Deleting a workspace user from Zoho Sprints workspace will delete their API keys as well. 

Data Privacy notice 

When you enable an AI vendor with an API key, the consent form appears on-screen. Please read the consent form and the data sharing document to proceed with using the AI vendor within Zoho Sprints. Select the checkbox in the consent form to confirm your action and then click Proceed. 
 

Note: Since the workspace owner has already accepted the data privacy notice for the shared API key, workspace users will have a seamless experience without needing to complete the consent form.
  

AI Vendors vs Features 

 

Features

Zia

OpenAI

Google AI Studio

Anthropic

Cohere

Checklist

Yes

Yes

Yes

Yes

Yes

Rephrase

Yes

Yes

Yes

Yes

Yes

Translate

Yes

Yes

Yes

Yes

Yes

Explain Code

Yes

Yes

Yes

Yes

Yes

Generate Code

No

Yes

Yes

Yes

Yes

Summary

Yes

Yes

Yes

Yes

Yes

Shorten

Yes

Yes

Yes

Yes

Yes

Punctuate

Yes

Yes

Yes

Yes

Yes

Product Description

No

Yes

Yes

Yes

Yes

Conversation Sentiment

Yes

No

No

No

No

Meeting Topics

Yes

Yes

Yes

Yes

Yes

Application Use Cases

No

Yes

Yes

Yes

Yes

Conversation Tone

Yes

No

No

No

No

Conversation Summary

Yes

No

No

No

No
Speech to Text
No
Yes 
Yes
No 
No 
Custom Module
Yes
YesYesYes
Yes
Custom Fields 
Yes
Yes
Yes
Yes
Yes
Sub items
Yes
Yes
Yes
Yes
Yes


DC based AI Vendors

Data Centre
US
CN
EU
IN
AU
JP
CA
SA
Zia
Yes
No
Yes
Yes
Yes
No
Yes
Yes
OpenAI
Yes
No
Yes
Yes
Yes
Yes
Yes
Yes
Google AI Studio
Yes
No
Yes
Yes
Yes
Yes
Yes
Yes
Anthropic
Yes
No
Yes
Yes
Yes
Yes
Yes
Yes
Cohere
Yes
No
Yes
Yes
Yes
Yes
Yes
Yes
 

 Location wise Features 

Location
Module
Features
Editor in create form and details page (Comments editor, custom rich text field)
1.Project
2.Sprint
3.Release
4.Epic
5.Item
6.OKR
7.Timesheets
8.Meetings
9.Custom functions
10.Email templates
11.Disclaimer
1. Rephrase
2. Translation
3. Shorten
4. Punctuation
5.  Conversation Sentiment
6. Conversation Tone
 
Description editor in create form and details page
1.Project
2.Sprint
3.Release
4.Epic
5.Item
6.OKR
7.Timesheets
1. Rephrase
2. Translation
3. Summary
4. Shorten
5. Punctuation
6. Product Description
7. Application use case
Meeting editor in the create form and details page
1. Meetings Agenda 
1. Rephrase
2. Translate
3. Meeting Topics
Comments tab header
1.Project
2.Sprint
3.Release
4.Epic
5.Item
6.OKR
7.Timesheets
8.Meetings
Conversation Summary
Comments Footer
1.Project
2.Sprint
3.Release
4.Epic
5.Item
6.OKR
7.Timesheets
8.Meetings
1. Translate
2. Conversation Tone
3. Conversation Sentiment
Checklist add/update form
1. Item Checklist
1. Checklist  
2. Rephrase
Checklist > + More checklist
1. Item checklist one liner
Rephrase
Code editor in details page (Description and comments)
1.Project
2.Sprint
3.Release
4.Epic
5.Item
6.OKR
7.Timesheets
8.Meetings
1. Code Generate
2. Code Explain
Custom layout details page 
Custom Module 
Generate custom fields 
Subitems  form
Item
Generate subitems 
Editor
All modules
Voice to Text 
 
Know about data sharing with external AI vendors from this help document. All the activities carried out with AI vendors will be available in the Audit log section, and the workspace owner will only be able to view them.

Disable AI vendors 

Only the workspace owner can disable the AI vendor.

To disable the AI vendor:
  1. Click in the top-right corner to navigate to the Settings page.
  2. Navigate to Workspace Settings > AI Tools.
  3. Select the respective AI vendor. 
  4. Click Disable. 
   
Disabling the AI vendor will disallow workspace users from accessing it.

Deactivate AI  Tools

Only the workspace owner can deactivate the AI vendor.
  1. Click in the top-right corner to navigate to the Settings page.
  2. Navigate to Workspace Settings > AI Tools.
  3. Click Deactivate.
 
  1. Deactivating AI integration will automatically deactivate AI-related features for all users and will automatically remove all the AI-related data.
  2. Deactivating AI integration will automatically delete all the API keys permanently