Sense on mobile

Sense Agent is the Sense AI assistant inside the xMatix mobile app: a full-screen chat where you ask about your data in plain words, send it photos and files, talk to it hands-free, and approve anything it proposes to change. It is the same assistant as on the web. The same agents answer, the same permissions limit what it can see, and the same governance applies. What Sense can and cannot do is covered in Asking Sense about your data and How Sense AI is governed. This page covers the mobile screen: how to use it, what differs from the web, and the settings an administrator uses to shape it.

Overview

You open the chat from the speech-bubble icon in the app header. A new chat shows How can I help today?, three suggested prompts and the message box. Answers stream in as they are written. Alongside the text, Sense can return cards: record lists, record summaries, figures, charts, tables, files and images, and Next steps suggestions you can tap.

The message box does more than take text:

• the paperclip attaches a photo or a file to your next message;
• the mic turns what you say into text;
• the voice conversation button opens a hands-free mode where you talk and Sense answers aloud.

The ⋮ menu in the header holds New chat, History and What Sense remembers.

When to use it

• You are away from a desk and need a quick answer: what needs attention today, a customer's open items, how a figure compares with last month.
• You have something on paper or on screen that Sense should read: a photo of a document, a PDF, or a spreadsheet.
• Your hands are busy and talking is easier than typing (voice conversations).
• A Sense nudge on a list or record raises a question you want to follow up straight away.

Some things are better done on the web. Large reports and dense dashboards are easier to read on a big screen. Some Sense steps work by operating the web app's screens for you; those steps are not available on the phone (see Common problems).

How xMatix handles it

• One assistant, two surfaces. The mobile chat uses the same server-side agents, data access and approval rules as the web chat. Conversations are saved with your account on the server, so a conversation started on one device appears in History on another.
• The open conversation stays on the phone too. The app keeps your current conversation on the device, separately for each workspace and user. When you come back to the chat, you continue where you left off. New chat starts a clean one.
• Live answers need a connection. Sense reasons over live data on the server, so it has no offline mode. Your records, lists and data capture keep working offline, and the chat works again when the network returns. See Working offline.
• Longer jobs run in the background. A message that asks Sense to draft something, export something, generate or create a report or dashboard, or "analyze deeply" is sent as a background job, not a live stream. The bubble shows Working on it while the app checks for the result. If the job is not finished after about four minutes, the bubble says The queued job is still running. You can keep the chat open and retry later. A message that carries attachments always runs live.
• Sense asks before it acts. When the agent is set up to ask before a step that changes something, the turn pauses and an approval sheet slides up. Nothing changes until you approve.

Prerequisites

• Sense AI is available to your organization and its master switch is on (see Permissions). If it isn't, the header has no chat icon.
• A network connection.
• For photos: camera or photo-library permission for the xMatix app. For dictation and voice conversations: microphone permission.
• For voice conversations: an administrator has switched on Voice conversations (see Configuration).

Procedure

Step 1 — Open the chat

1. Tap the speech-bubble icon in the header. It is on the app's Home screen, on page tabs, and on list screens. On a list, the icon shows while the header is expanded; scroll back to the top if it has moved out of view.
2. The Sense Agent screen opens. A new chat shows How can I help today? and the line Ask about your data, records, reports and dashboards, or tell me what to do next.

Record screens do not carry the chat icon. Go back to the list or Home to open it.

Step 2 — Ask a question

1. Tap one of the suggested prompts (What needs my attention today?, Show my open items or Which reports can I run?), or type in the box (Ask a question or request an action).
2. Tap the ↑ send button. The send button appears once there is something to send.
3. Watch the answer stream in. A short progress line under the reply shows what Sense is doing, for example Working on it or Writing your answer.
4. Tap a Next steps suggestion to send it as your next message. It goes through the same checks and approvals as anything you type.

Step 3 — Attach a photo or a file

1. Tap the paperclip in the message box. The Attach sheet offers Take a photo, Choose photos (up to five at a time) and Choose a file (PDF, Excel, CSV).
2. Pick what to send. Each file appears as a chip above the box. It shows Uploading…, then its size, or "rows × columns" for a spreadsheet.
3. Add a question if you want one (a message can be just files), then tap ↑. Send waits until every file has finished uploading.
4. If a chip turns red, tap it to retry the upload, or tap its ✕ to remove it.

Step 4 — Dictate a message

1. Tap the mic in the message box. The box turns into a recorder with a waveform and a timer.
2. Speak, then do one of the following:
   • tap ■ to put the words in the box so you can check them before sending;
   • tap ↑ to send them straight away;
   • tap ✕ to throw the recording away.
3. If the words can't be turned into text, a note under the box says so and suggests you type instead.

Step 5 — Have a voice conversation

1. With the message box empty, tap the voice conversation button where ↑ would be. It shows only when your organization has voice conversations switched on.
2. A full-screen view opens with a large circle and the title Sense · followed by the assistant's voice name. The status reads Listening.
3. Talk naturally. When you pause, what you said is sent, and the status changes to Thinking.
4. Sense reads a short version of its answer aloud (Speaking), then starts listening again. The full answer, with any tables and cards, is in the chat underneath.
5. Tap the circle while Sense is speaking to interrupt it and ask something else. While it is listening, tap the circle to send what you have said without waiting for the pause.
6. Tap ✕ to end the conversation. Leaving the chat screen also ends it.

Step 6 — Approve an action or answer a question

1. When Sense wants to do something that needs your approval, a sheet slides up with a title such as Create this record?, Change this record? or Run this action on the record? (or Approve this action? for other steps). It lists what Sense will do, in business terms. Technical details shows the raw request.
2. Tap Approve to let it go ahead, or Deny to refuse. Swiping the sheet away counts as Deny.
3. When Sense needs more information, the sheet is titled Sense has a question. Pick an option (or several, where it says Pick any that apply), or type in Or type your own answer. Then tap Submit.
4. Tap Let Sense decide to accept its recommendation. Swiping the sheet away does the same thing. If its choice then leads to a change, you are still asked to approve that change.

If your answer doesn't reach the server, the sheet comes back so you can try again.

Step 7 — Stop an answer

While Sense is working, the send button becomes a red ■. Tap it to stop waiting for the answer. Any text that has already arrived stays in the chat. If nothing had arrived, the bubble reads Stopped listening for this response. If Sense had already started an operation, it may still finish — check the record before asking again.

Step 8 — Start a new chat or reopen an old one

1. Tap ⋮ → New chat to start a clean conversation.
2. Tap ⋮ → History to see your most recent conversations, grouped by day. Tap one to reopen it. New chat is also at the top of this list.
3. To remove a conversation from your history, tap its bin icon. It goes immediately, with no confirmation. If it was the open conversation, a new chat starts.

Step 9 — Review what Sense remembers about you

1. Tap ⋮ → What Sense remembers. The What Sense remembers about you sheet lists the notes Sense has kept from your conversations: your Profile, Fact entries and Conversation summary entries. Only you see them.
2. To remove one, tap its bin icon, then Forget.
3. To remove all of them, tap Forget everything and confirm. Sense will no longer remember anything about you from past conversations.

The list works even if your organization has switched memory off, so you can always remove what was saved earlier.

Step 10 — Follow up a nudge with Sense

If your organization uses Sense nudges, insight cards appear on list and record screens. Each card has ✕ to dismiss it, Why to show the evidence, and Not today to snooze it until tomorrow. Many cards also have a main action. When that action is Ask Sense AI, it opens a new chat and sends the nudge's context as the first message, answered by the agent that raised the nudge.

Step 11 — Open a file Sense sends back

When an answer includes a file or an image card, tap it. The app downloads the file and opens your phone's share sheet, so you can open it in another app or save it.

Fields

Business rules

• A message waits while any attachment is still uploading. Dictation sent with ↑ during an upload stays in the box, with the note Files are still uploading — your message is in the box; send it when they are ready.
• Voice conversations send after a pause. The length is set by Pause before sending (seconds) (default 1.3 seconds, allowed 0.3 to 3).
• If you say nothing for about nine seconds, the voice view pauses with Tap the circle and ask your question.
• If an answer takes more than two minutes, the voice view says That is taking a while — the answer will appear in the chat. and listens again.
• An approval sheet that is swiped away is a Deny. A question sheet that is swiped away is Let Sense decide.
• Removing a conversation from History hides it from your list. Forgetting a memory deletes that note.
• Switching workspace keeps each workspace's open conversation separate.

Example

A field sales representative is between outlet visits.

1. They open the chat from the Home screen and tap What needs my attention today?. Sense replies with a short list of overdue follow-ups and a Next steps suggestion to show the accounts with overdue invoices. They tap the suggestion.
2. At the next outlet, the owner hands over a printed price sheet. The representative taps the paperclip, Take a photo, photographs the sheet and types "Compare these prices with our current price list". The chip shows Uploading…, then the photo's size, and they send.
3. Sense asks a question: Which price list should I compare against? The rep picks the regional list and taps Submit.
4. Driving to the next stop with hands-free set up, they tap the voice conversation button and ask "How many visits do I have left today?". Sense answers aloud and the full answer stays in the chat.
5. That evening they ask Sense to log a follow-up task for the outlet. The sheet Create this record? lists the record type and values, and they tap Approve.

Training

Practice exercise

In a sandbox workspace with Sense AI switched on:

1. Open the chat from the Home screen and send Show my open items.
2. Attach a small CSV file and ask "How many rows does this file have?". Check that the chip showed "rows × columns" before you sent it.
3. Tap the mic, say "Which reports can I run?", tap ■, check the text, then send it.
4. Open ⋮ → History, reopen your first conversation, then remove a test conversation with the bin icon.
5. Open ⋮ → What Sense remembers and look at what is listed.

Expected result: every answer appears in the chat, History shows the conversations you created, and the removed one is gone from the list.

Quick reference

• Open the chat from the speech-bubble icon in the header (Home, page tabs, or a list with its header expanded).
• Paperclip: photos (up to five at a time), PDF, Excel or CSV. Images up to 4 MB, PDFs 15 MB, spreadsheets 25 MB.
• Mic: ■ puts the words in the box, ↑ sends them, ✕ throws them away.
• Voice conversation: talk, pause, listen; tap the circle to interrupt; ✕ to end.
• Approval sheet: Approve or Deny; swiping it away means Deny.
• ⋮ menu: New chat, History, What Sense remembers.
• Red ■ stops waiting for an answer, but an operation already started may still finish.
• No connection, no Sense. Everything else keeps working offline.

Permissions

• Who gets the chat. The chat icon appears when the user's account has Sense AI access and the Sense AI master switch is on in Sense AI Settings. When the organization holds Sense AI, the Sense AI User License is included for every user. Usage is limited by the daily token allowance and AI credits; see Licensing and Asking Sense about your data. Turning the master switch off removes the chat for everyone, even users who hold the licence.
• What Sense can see and do. Sense works with your identity and permissions. A user can't use Sense to see or change records they couldn't open themselves. Which tools an agent has, and which of them need approval, is set on the agent in Sense AI Studio; see How Sense AI is governed.
• Without access. The header shows no chat icon. If a link opens the screen anyway, it reads Sense AI not available: You don't have a Sense AI user license. Contact an administrator to request access.
• Changing the settings. Sense AI Settings needs the Manage module settings capability (setup.featurehub.settings.manage).

Configuration

All mobile chat settings are on Setup → Sense AI Studio → Configuration → Sense AI Settings. The app reads them when it starts and when the user switches workspace. A user who already has the app open sees a change after closing and reopening the app.

Some settings on the same screen affect the web chat only:

• the Chat welcome group (welcome title, greetings, description and suggested prompts). The mobile screen always shows How can I help today? and its three fixed prompts.
• Show AI model in assistant chat. The mobile chat does not show the model.
• Speech recognition. The mobile app always uses Standard: the recording is sent when you stop, and the text arrives a moment later.

To control which agents answer and what they may do, use Sense AI Studio; see Extending Sense. For nudge rules and audiences, see Administering nudges.

Common problems

There is no chat icon in the header

First check that you are on Home, a page tab, or a list with its header expanded. Record screens have no chat icon. If it is missing everywhere, Sense AI is not switched on for you or your organization. Ask an administrator to check the Sense AI switch in Sense AI Settings and your licence. If they changed something just now, close and reopen the app.

"Sense AI not available"

You reached the chat without Sense AI access. The fix is the same as for a missing icon: an administrator has to switch Sense AI on, then you close and reopen the app.

The chat doesn't answer, or says the request failed

Sense needs a connection. Check that the phone is online and try again. If you were mid-answer when the network dropped, the text that had already arrived stays in the bubble. If turns are refused while you are online, you may have used your daily allowance; see Asking Sense about your data.

"Voice input is not switched on yet — type it instead."

Speech-to-text is not available for your organization. Type the message. An administrator can raise this with xMatix support.

"Could not make that out — type it instead."

The recording couldn't be turned into text. Check the Speech language setting matches the language you speak, move somewhere quieter, or type instead.

There is no voice conversation button

The button shows only when Voice conversations is on, the message box is empty, no files are attached and Sense is not already answering. Clear the box, or ask an administrator to switch the setting on.

A file won't attach, or its chip turns red

The chip shows the reason. Images are limited to 4 MB, PDFs to 15 MB and spreadsheets to 25 MB. Only images, PDFs, .xlsx, .csv and .json are accepted. Older .xls files must be saved as .xlsx first. Tap the chip to retry a failed upload. If the camera or photos won't open, allow the xMatix app camera or photo access in the phone's settings.

Sense says a step isn't available in the mobile app

Some Sense steps work by operating the web app's screens for you. On the phone, Sense can't do these, so it explains how to do the task yourself or suggests the web app.

"The queued job is still running"

Requests to draft, export or generate a report or dashboard run as background jobs. The app stops checking after about four minutes. Leave it a while, then ask again or look for the result on the web.

Common questions

Why do I have Sense on the web but not on my phone?

The app reads your Sense AI access when it starts, so a change an administrator made recently appears after you close and reopen the app (or switch workspace). Also check where you are looking: the chat icon is in the header of Home, page tabs and lists, not in the tab bar, the Apps drawer or a record screen. If the icon is still missing while web chat works, ask your administrator to confirm your Sense AI access and that the master switch is on.

Is the mobile assistant less capable than the web one?

The mobile assistant has the same agents, data access, permission limits and conversation history, because conversations are saved on the server. The differences are in the surface. Steps that operate the web app's screens are not available on the phone, and the web's welcome customisations and model chip don't appear. In return, the phone adds the camera for attachments and a hands-free voice mode. Large reports and dense dashboards are still easier to read on a bigger display.

Can Sense change my data from the phone?

Only through tools its agent is allowed to use, under your identity and permissions. When the agent is set to ask for approval, the change waits on an approval sheet that lists what will happen, and nothing runs until you tap Approve. Swiping the sheet away refuses it. Stopping an answer doesn't undo an operation Sense had already started, so check the record before you ask again. The full model is in How Sense AI is governed.

Does Sense listen all the time in a voice conversation?

The voice view listens only while it shows Listening. When you pause, it sends what it heard and stops recording while Sense thinks and speaks, then listens again. If you say nothing for about nine seconds, it pauses until you tap the circle. Tap ✕, or leave the chat screen, and voice mode ends completely. Your words go to the server to be turned into text, and they appear in the chat like a typed message.

Who can see what Sense remembers about me?

Only you. Memories are kept per user and per organization and never shared with other users. You can open the list from ⋮ → What Sense remembers, forget any single note, or forget everything at once. An administrator can stop Sense keeping new notes for everyone with Remember users across conversations. Notes saved before that stay listed until you forget them.

Related topics

• Asking Sense about your data
• How Sense AI is governed
• The nudge library
• Administering nudges
• Extending Sense
• How the mobile app is organized
• Working offline
• Licensing