Navigating Document Records in Oracle Fusion has always been powerful, but not always intuitive for business users. Finding a specific passport copy, payslip, or contract often means remembering document categories, applying filters, and clicking through multiple screens.

Now imagine this instead:

• “Find my latest passport.”
• “Show me my June 2025 payslip.”

And Oracle Fusion instantly gives you the exact document with a deep link.

That is exactly what the Document Records Management Assistant delivers.

Built using Oracle AI Agent Studio and powered by large language model capabilities, this assistant transforms document management from a navigation-driven process into a simple conversation.

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What Is the Document Records Management Assistant?

The Document Records Management Assistant is an AI-powered agent that helps users retrieve, create, and manage their own document records using natural language prompts.

The assistant understands:

• The type of document being requested
• Context such as recency, relevance, and dates
• Mandatory attributes and metadata required for document creation
• Security and role-based data visibility

Instead of returning generic search results, it provides actionable responses with direct links to the exact document.

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Why Use the AI Assistant Instead of the UI?

This is not just a shortcut to search. It is a smarter way to interact with the existing Document Records framework.

Key Benefits

Document-aware intelligence using RAG
The assistant leverages document-based Retrieval Augmented Generation to surface relevant records and resources accurately.

One conversational query instead of multiple clicks
Users receive quick answers with deep links, eliminating manual navigation and filtering.

No learning curve for users
Ideal for new joiners and infrequent users who may not be familiar with document structures in Fusion.

Automatic intent recognition
The assistant understands phrases like “latest passport” or “June 2025 payslip” and retrieves the correct record automatically.

Guided document creation
When creating document records, the assistant suggests:

• Appropriate document category
• Correct document type
• Required fields
• Relevant metadata values

Policy-aligned responses
All actions respect organisational security, approvals, and configured policies in Oracle Fusion.

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Example Prompts Users Can Ask

Users can interact using simple conversational prompts:

• Find my latest passport
• Show me the pay slip for June 2025

The assistant responds with direct deep links, allowing immediate access to the exact document record.

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AI Assistant Capabilities in Action

Retrieving Document Records by Type

The assistant identifies the relevant document type and retrieves matching records instantly.

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Creating a Document Record Using Natural Language

Users can create document records conversationally, with the assistant guiding them through required attributes and metadata.

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Retrieving a Document Record with a Deep Link

Each response includes a deep link that opens the specific document record directly in Oracle Fusion.

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Context-Based Retrieval of Specific Records

The assistant understands document relevance, effective dates, and recency to fetch the most appropriate record.

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Applicable Only for the Logged-in User

The assistant operates strictly within the logged-in user’s security scope and permissions.

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Business Value

From a business perspective, the Document Records Management Assistant enhances the existing Document Records framework by:

• Reducing dependency on HR and support teams
• Improving employee self-service adoption
• Minimising training effort
• Increasing confidence in document accuracy
• Delivering a modern, AI-first user experience

For large enterprises, this translates into faster information access, fewer support tickets, and improved user satisfaction.

Tips and Considerations

• Users can retrieve, create, and update only their own document records
• Deletion of document records is not supported through the assistant
• Approval workflows remain unchanged and follow standard UI behaviour
• Document records pending approval are also retrieved
• Data visibility is controlled by Fusion security roles
• Business rules and validations configured in Visual Builder Studio are not triggered when using the assistant

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Access Requirements

Access to this assistant is role-based.
Users must be explicitly granted access by an AI Agent Studio Administrator.

The agents visible to a user depend entirely on the roles and privileges assigned to them.