AI Agent: ASN Creation Assistant - Create ASN Through Email

Advance Shipment Notices (ASNs) are important to track the latest updates on expected delivery dates from suppliers. If your suppliers aren't integrated with your system to automatically generate ASNs upon shipment or to create them through the Oracle Supplier Portal, then you need to create them manually.

This often involves sifting through emails, extracting relevant information, and then inputting details all by yourself, which can be time consuming and challenging based on your daily workload. 

The ASN Creation Assistant AI agent released in 25D enabled you to create ASNs by simply copying and pasting the required details from your supplier's email into the AI agent's chat box. In this update, the AI agent can read attachments and text from emails sent directly to a specified email address and automatically create the ASN without manual effort.

ASN Creation Assistant (Email) - Template

The AI agent automatically creates the ASN based on the content received in an email. After processing, an email notification is sent to the specified email address indicating the ASN creation status. The email includes key details, such as the ASN number, order number, and supplier name, along with item-level information including item number, quantity shipped, and any associated lot or serial numbers. If additional details are required, you can select the ASN number link in the email to view the ASN.

ASN Creation Assistant (Email) - Success Email

This feature saves you time and improves the visibility of your inbound supply by significantly reducing the time and effort it takes to create an ASN.

Steps to enable and configure

To use the ASN Creation Assistant AI agent (Email), you need to first create an email account. Follow these steps to create an email account:

1. On the AI Agent Studio landing page, click the Credentials tab.

2. Select the Email Accounts tab.

3. Click the Add Account button.
4. In the Create drawer, select your email provider (as of 26B, Microsoft and Google accounts are supported).
5. Select the Inbound radio button and provide the following information:
   • Account Name: Name for the email account.
   • Email Address: Email address from where supplier ASNs are to be picked by the AI agent.
   • Email Folder: Email folder from which supplier ASNs are to be picked by the agent. The agent will look in this folder and create ASNs for all the unread emails. It's advisable to create a separate folder for supplier ASN emails and move the supplier emails to this folder rather than using Inbox as a folder name.
   • Polling Interval: Interval at which emails should be checked by the AI agent for creating ASN. 
   • Description: Description for the account.
   • Tenant ID, Client ID, Client Secret: Email credentials.
6. Click Create.

After the email account is created, follow these steps to copy the agent template:

1. Select the AI Agent Studio navigation tab and search by Agent Team Name, Family, Product, or Created By.
2. Select the ASN Creation Assistant (Email) and click the Copy Template button.
3. Provide a valid suffix and click Continue to view the Agent Team.
4. After you copy the template, click the Agent Team Settings icon.

ASN Creation Assistant (Email) - Agent Team Settings

5. Click the Triggers tab, and then click the Add button for email trigger.
6. Select the email account (created previously), and then click Update.
7. Go to the Set Input Variables node, click the More Options icon, and then click Edit.

ASN Creation Assistant (Email) - Set Input Variables

8. Click the Edit icon on the recepientEmail variable
9. Enter the email ID to receive the ASN creation success and failure emails. Click Apply, and then click Update.
10. Click Publish to publish the agent.

ASN Creation Confirmation (Optional)

By default, the AI agent doesn't ask for any confirmation before creating the ASN. Follow these steps if you want to receive confirmation (through email) before the ASN is created:

1. Create an approver email account.

• On the AI Agent Studio landing page, click the Credentials tab.
• Click Add Account.
• In the Create drawer, select your email provider (as of 26B, Microsoft and Google accounts are supported).
• Select the Approver radio button and provide the required information.
• Enter a valid Account Name.
• Enter the Email Address and Email Folder that contains all the approval emails or additional information for which the ASN should be created.

The agent first sends a confirmation email to a provided recipient email. After the recipient approves or provides further information, the reply will be received by the email account provided here. It's recommended to create a separate folder and move all these approval emails to that folder instead of using Inbox as a folder name. A dedicated scheduled process will check the unread emails and invoke the original agent using the information provided.

• Select a polling interval of your choice.

The polling happens once for each interval.

• Enter the Description.
• Enter the email credentials in Tenant ID, Client ID, and Client Secret.
• Click the Create button to create the approver account.

2. Add the Human Approval node.

   • Remove the TAKECONFIRMATION node (we need to change this from chat-based confirmation to email-based confirmation).

ASN Creation Assistant (Email) - TAKECONFIRMATION Node

• Add the Human Approval node after the Confirmation Email Body node.

ASN Creation Assistant (Email) - Add Human Approval Node

• Enter details of the Human Approval node.
  

  ASN Creation Assistant (Email) - Human Approval Node

  • Enter the TAKECONFIRMATION name, and then select the Channel as Email. 
  • Select the number of iterations the confirmation needs to be taken (set to 1).
  • Select the Loop Back node as Set ASN Agent Payload.
  • Select the Approval Email account created in step 1.
  • Select the appropriate Timeout units and value.

• Edit the Message Template.

  

ASN Creation Assistant (Email) - Message Template

• Set the Recipient Email as {{$context.$variables.recepientEmail}}.
• Provide CC and BCC, if required.
• Provide the valid Subject (for example, ASN Confirmation). You can use the expression builder to provide a subject for the input email.
• In the Message Content, use the value as {{$context.$variables.confirmationEmailBody}}.

If the node name is different from TAKECONFIRMATION, edit the Set Approval option variables and change the node name accordingly in the paramInputMessage variable value.

• Click the Update button to save the message template.
• Click the Update button to save the TAKECONFIRMATION node.

3. Click the Publish button to publish the agent.

Tips and considerations

• After the email is accessed by the agent, it will automatically set the email as read.
• The user login that's used to create the email account is used by the agent to create the ASN transaction. This user should be given appropriate privileges needed for ASN creation (details are provided in the Access Requirements section).

Key resources

• Oracle Fusion Cloud SCM: Using Receiving guide, available on the Oracle Help Center.
• Oracle Fusion Cloud SCM: Implementing Manufacturing and Supply Chain Materials Management guide, available on the Oracle Help Center.
• Oracle Fusion Cloud SCM: Security Reference for Manufacturing and Supply Chain Materials Management on the Oracle Help Center.
• Access Requirements for AI Agent Studio
• How can I give users access to AI agents?
• For information on using AI Agent Studio, see How do I use AI Agent Studio?

Access requirements

To access the Oracle AI Agent Studio for Fusion Applications and manage SCM AI agents, users must be assigned a configured job role that contains these duty roles:

• SCM Intelligent Agent Management Duty (ORA_RCS_SCM_AI_AGENT_MANAGEMENT_DUTY and ORA_RCS_SCM_AI_AGENT_MANAGEMENT_DUTY_HCM – both duty role codes are required)
• Fai Genai Agent SCM Administrator Duty (ORA_DR_FAI_GENERATIVE_AI_AGENT_SCM_ADMINISTRATOR_DUTY)

To interact with AI agents in product pages, users must be assigned a configured job role that contains this duty role:

• Fai Genai Agent Runtime Duty (ORA_DR_FAI_GENERATIVE_AI_AGENT_RUNTIME_DUTY) 

To allow users to interact with agents, you must also enable permission groups in the Security Console on those users’ configured job roles that contain the Fai Genai Agent Runtime Duty role. You can enable permission groups when you manage the basic information of your configured job roles.

The user login used to create the email account is used by the agent to create the ASN. This user must be assigned a configured job role that includes the following privilege:

• View Inventory Transaction List of Values by Web Service (INV_VIEW_INVENTORY_TRANSACTION_LOV_WEB_SERVICE_PRIV)

In addition, they must also have a configured job role that contains any one of the following privileges:

• Create Advance Shipment Notice Using Responsive Receiving (RCV_CREATE_ADVANCE_SHIPMENT_NOTICE_PWA_PRIV)
• Create Advance Shipment Notice as Supplier Using Responsive Receiving (RCV_CREATE_ADVANCE_SHIPMENT_NOTICE_AS_SUPPLIER_PWA_PRIV)

Users’ configured job roles must also contain privileges that allow access to the pages where AI agents are enabled.