Intake Request Creation Assistant - Create and review with enhanced features

AI agent

The Intake Request Creation Assistant is enhanced with new capabilities that make it even more efficient at capturing procurement needs. These updates focus on improving data accuracy, handling complex scenarios like multicurrency environments, preserving critical information, and automatically generating comprehensive request summaries.

This update introduces six enhancements to the Intake Request Creation Assistant:

  • Unit of Measure (UOM) validation: Automatic identification and selection of appropriate UOM based on natural language input.
  • Currency handling and conversion: Intelligent currency assignment and automatic conversion using current exchange rates.
  • Preservation of unmapped information: Automatic capture of extracted data that doesn't map to template fields.
  • Date formatting: Personalized date display according to user localization preferences.
  • Support for attachments: Seamless upload of supporting documentation with verification in preapproval summary.
  • AI summary generation: Automatic creation of comprehensive request summaries on submit with optional attachment descriptions.

Unit of measure (UOM) validation

The assistant now automatically identifies and selects the appropriate Unit of Measure (UOM) for standard intake requests based on the user's natural language description. This eliminates manual selection and reduces the chance of incorrect UOM assignment.

When you describe your procurement need conversationally, the assistant analyzes your description to infer the correct UOM from what is defined in Oracle Fusion applications:

  • For requests like "I need 100 pens," the assistant recognizes the unit and sets the UOM to Each.
  • For "50 gallons of paint," the assistant identifies the volume measurement and sets the UOM to Gallons.
  • For "2 kilometers of cable," the assistant extracts the distance measurement and sets the UOM to Kilometers.

Note this exception: UOM validation is automatically bypassed for requests categorized as "Services billed by amount" because these procurement types typically use monetary amounts rather than physical units.

Currency handling and conversion

The assistant now intelligently manages currency assignments and automatically converts prices and costs when necessary, handling complex scenarios involving Business Unit currencies, user-specified currencies, and template-enforced defaults.

The assistant applies a three-step decision logic for currency handling:

  1. User-specified currency — If you mention a specific currency in your request (e.g., "500 EUR"), the assistant captures it and uses it as the source currency.
  2. Business unit default — If you do not specify a currency, the assistant defaults to the functional currency of the requisitioning Business Unit (e.g., if your BU's functional currency is USD, amounts are treated as USD).
  3. Template currency enforcement — If the selected intake request template enforces a specific currency (e.g., the template requires all costs in EUR), and this differs from either the BU currency or the user-specified currency, the assistant automatically converts the requested unit price and total estimated cost to the template's currency using the current date's exchange rate retrieved from Fusion cloud fianacials.

Here's an example. Your business unit's functional currency is USD. You submit a request for "Software license costing 1000 GBP" using a template that enforces EUR. The assistant will:

  • Recognize your input currency as GBP (1000 GBP)
  • Identify the template's required currency as EUR
  • Automatically convert 1000 GBP to EUR using today's exchange rate
  • Display the converted amount in the intake request and submit with the template's required currency

Requesters can now work in any currency, specify amounts in different currencies, and the system intelligently handles conversions—eliminating manual currency lookups and reducing the risk of currency mismatches when submitting requests.

Preservation of unmapped information

When the assistant identifies a template applicable for your request, any data values extracted from your input that do not have corresponding fields in the template are automatically preserved and appended to the item description under an Additional Information header. This ensures no critical details are lost.

The assistant extracts all relevant information from your natural language request. When mapping to the selected template:

  • Fields that exist in the template are mapped directly to those fields.
  • Data extracted from your input that has no corresponding template field is captured and formatted as "Additional Information" in the item description.
  • This preserves your full request context for reviewers and downstream processing.

Here's an example. Your input is "I need 10 server licenses for deployment in the Singapore office, required by end of Q3, from preferred vendor TechCorp, with 24/7 support and automatic updates."

If the selected template only has fields for description, the assistant will:

  • Extract the quantity (10) to the quantity field with UOM as Each, and the requested delivery date as the end of Q3 (September 30).
  • Map the remaining description to the description field.
  • Append the extracted details under Additional Information: Quantity, UOM, and Requested Delivery Date.

Reviewers now have complete visibility into the requester's original intent and all relevant details, even if the template doesn't have specific fields for every attribute. This context helps reviewers make better decisions and process requests more accurately.

Date formatting

The assistant now personalizes the intake request experience by displaying dates according to your specific localized preferences. Dates are shown in your preferred regional format throughout the intake process.

The system reads your user profile's locale and language settings and applies them to all date displays in the assistant:

  • If your locale is set to en_US, dates appear as MM/DD/YYYY (for example, 12/25/2025).
  • If your locale is set to en_GB, dates appear as DD/MM/YYYY (for example, 25/12/2025).

Dates are now displayed in your preferred format throughout the intake process, creating a consistent and familiar experience and reducing the likelihood of date interpretation errors due to regional differences.

Support for attachments

You can now upload supporting documentation as attachments seamlessly while chatting with the assistant. Attachments are tracked, verified, and automatically associated with the intake request when it is created. All attachments are created with category as "Miscellaneous".

During your conversation with the assistant:

  1. You can upload one or more files directly from your machine or storage (for example, quotes, SOWs, specifications, technical documents).
  2. In the preapproval review summary, all attached file names are displayed for your verification.
  3. When you submit the intake request, all attachments are automatically associated with the request record.
  4. Reviewers can access these attachments as part of the request record for context and validation.

Here's an example:

  • You say "I need 5 Microsoft Surface Pro devices, here's the current vendor quote and the technical specifications I need"
  • You upload the files TechVendor-Quote-2025.pdf and Surface-Pro-Specs.docx.
  • The review summary shows file names listed for verification before submission.
  • On submit, the attachments are permanently associated with the intake request.

Requesters can now provide complete documentation without leaving the assistant conversation, and reviewers have all necessary supporting materials readily available for informed decision-making.

Intake request summary generation

The assistant now automatically generates a comprehensive AI-powered summary of your intake request on submit. This summary is created for all intake requests and can be customized to include descriptions of attachments through profile option settings.

When you submit an intake request, the system automatically invokes the AI Summary feature (if enabled via profile options):

  • Summary generation trigger — On submit, the system checks the value for the profile option Intake Request Summarization Agent.
    • If set to Intake Request Summary Assistant, the summary is generated.
  • Summary content — The generated summary includes:
    • All information entered by you on the request (description, quantities, dates, currency, costs, and so on).
    • All questionnaire responses (if you completed a questionnaire as part of the request).
    • Attachment descriptions are included if you enable the profile option "Enable the summarization of attachments as part of the intake request summary". When you set this profile option to Yes, the summary includes a line to describe the attachment. For example, the attachment Vendor-Quote.pdf can have "Vendor Quotation for pricing and terms" as the attachment description. 
  • Summary display — The summary is displayed on the intake request record after submission and is available for reviewers to reference.

Reviewers now have an AI-generated summary that highlights the key aspects of the request at a glance, reducing the time needed to understand the request context and enabling faster, more informed review decisions.

With these enhancements, the assistant now provides a more sophisticated intake experience that handles edge cases gracefully, respects user localization preferences, supports documentation through attachments, and delivers AI-generated insights about each request.

Steps to enable and configure

Some new features in the Intake Request Creation Assistant are enabled via profile options.

Your Procurement Administrator must configure the following for AI summary generation:

  • Profile Option: Intake Request Summarization Agent
    • Set to: Intake Request Summary Assistant.
    • Effect: Enables AI summary generation when requests are submitted.
  • Profile Option: Enable the summarization of attachments as part of the intake request summary
    • Set to: Yes to include attachment descriptions or No to exclude.
    • Effect: Controls whether attachment file descriptions appear in the AI summary.

Note: The other features are automatically enabled as part of the Intake Request Creation Assistant. No additional profile option configuration is required.

Tips and considerations

  • Be specific with currencies - If you're working in a multicurrency environment, explicitly mention the currency in your request (for example, "500 EUR" or "price in GBP"). The assistant will capture it and handle conversions automatically.
  • Test with a sample request in nonproduction - Before relying on currency conversion, UOM selection, and summarization in production, test with a sample request to ensure results meet your expectations.
  • Enable attachment summarization strategically - If you attach many files, enabling attachment descriptions in the summary helps reviewers quickly understand what documentation is provided. If you have few attachments, this setting may be less critical. The attachment summary describes the attachment type only—it does not summarize or extract the contents of the file itself. Enabling this will result in additional LLM evaluation.

Access requirements

No specific privileges are required to use the enhancements to the Intake Request Creation Assistant.