At a glance
Assistance systems serve as digital helpers in everyday ERP work and simplify work with complex systems. They reduce operating effort, take over routine tasks and support decision-making. These include chatbots, software robots and analysis assistants. In feature-rich ERP environments, they increase efficiency through automation and targeted user guidance, relieve employees and improve data quality.
When you hear the word “assistance systems”, you might first think of technologies that your car is equipped with. However, assistance systems have long since been
In this article, you will learn about the different types of assistance systems that will soon be an integral part of business software. You will also find out why these digital assistants will also bring you a significant increase in efficiency when working with the ERP system in the future.
How can you imagine assistance systems in business software?
Basically, you can think of assistance systems integrated into business software as virtual helpers. They support users in the operation of applications and the execution of tasks by providing information or automating routine activities. As digital buddies, they provide knowledge about processes, data and functions so that the user can reach their goal faster. As in other areas, artificial intelligence (AI) is rapidly driving the further development of assistance systems.
A few concrete examples illustrate the possibilities:
Help chatbots
Chatbots are integrated into the user interface of the software and allow text or voice-controlled communication between the virtual assistant and the user. Based on AI language models (Large Language Models – LLM), they can answer questions about individual functions or help with navigation through the system, for example.
Software robots
Software robots automate business processesby relieving people of routine manual tasks. They primarily carry out repetitive, monotonous tasks – such as comparing data or filling out forms. Employees experience significant relief as a result.
Analysis assistants
Analysis assistants support companies in the evaluating large amounts of data and identifying patterns or trends. By making predictions or recommendations, they provide an intelligent basis for decision-making that you can use to optimize your business processes.
Assistance systems: virtually predestined for ERP solutions
You’ve probably already guessed it: assistance systems offer enormous optimization potential for complex ERP systems. Because:
- Traditional ERP solutions with a focus on data are usually overloaded with many functions. As a result, they can only be operated with a great deal of experience and there is an increased need for training.
- ERP systems are used for error-prone repetitive tasks such as entering and maintaining data. In other words, tasks that are extremely time-consuming and could actually be semi- or fully automated.
- ERP software can interpret collected data and into insightful key figures. However, making accurate predictions for the future and automating decision-making processes is not part of the repertoire of a classic ERP system.
In times of competitive pressure, constantly changing market requirements and high staff turnover, the classic functionality of ERP systems is no longer sufficient. Instead, solutions are needed that enable companies to work
The advantages of assistance systems in detail
Improved user-friendliness
Data-oriented ERP systems are so overloaded because they usually cover all use cases with one user interface. Users therefore see a user interface that is not tailored to their individual needs, but to the requirements of all users. Complexity sends its regards.
Not so with an assistance system: in contrast to the complex user interface of the ERP system, a chatbot can score points with an extremely reduced user interface. A simple text chat field and a send button are all you need to get help and reach your goal. AI-supported voice user interfaces, which can be operated by voice control, enable even simpler and more natural interaction.
Housed in a separate column at the edge of the window or in a layer, such an assistant functions as an independent tool alongside the actual ERP interface. The chatbot answers users’ questions based on stored data and information. In this way, it can help with the operation of complicated screens and guide users to specific pages without detours.
Advantages
- Higher user acceptance
- Easier navigation
- Faster, more productive work
Context-related help
If the assistance system is based on AI technologies, advanced learning algorithms are used to provide contextual support. Or to put it simply: as soon as the conversation starts, the ERP knows which user it is communicating with, which page they are on and what assistance they or other users have needed in the past. Based on this information, the assistance system is able to
Advantages
- Time savings in daily work
- Faster induction of new employees
- Reduced training costs
Automation of routine tasks
Typing data into the ERP system is a particularly unloved, monotonous task. Whether processing delivery documents, entering orders or maintaining master data, manual routine tasks always involve an enormous amount of work and are highly error-prone . Some specialists waste valuable time that could be invested in more important tasks. Others, on the other hand, are so involved in other activities that they neglect data maintenance – at the expense of data quality.
The automation of such manual routine activities should therefore be a top priority for a company. Today, assistance systems are also used for this purpose. When documents are received, for example, they recognize the document type, read the data and enter it into the ERP system. At the end of the process, users only have to check the data and approve it.
Advantages
- Faster processes
- Low error rate
- More satisfied employees
Decision support through data analysis
AI-supported assistance systems can do even more: by accessing and correlating data from different systems, they can carry out comprehensive real-time analyses and make astonishingly precise forecasts. This makes it easier for your company to understand current developments and make reliable decisions for the future.
With the help of analysis wizards, for example, companies can easily find out why KPIs have changed negatively. Have deliveries possibly not arrived or is the stock level too high – and if so, why? In the next step, the system could conceivably suggest optimizations based on these findings so that you can take proactive measures.
Advantages
- Reduced time required for data analysis
- Reliable derivation of well-founded decisions
- Predictive problem solving possible
Assistance systems in ERP: more than just “nice to have”
It is no exaggeration to say that assistance systems will revolutionize the user-friendliness of ERP systems. Complex screens will be replaced by dialog-oriented user interfaces that enable natural human-machine interaction . The use of AI technology will transform ERP from a rigid, data-driven application into a flexible, automated solution . This can develop dynamically and adapt to current circumstances.
However, looking at the improved user experience alone would be too short-sighted. Tools such as chatbots or software robots accelerate your business processes, increase your company’s productivity and optimize decision-making. They ensure that significantly fewer errors occur in all areas of the company and improve the quality of all work processes. The added value of assistance systems therefore has an impact on the performance of your entire organization – and therefore plays an important role in the future viability of your company that should not be underestimated.
Whitepaper on artificial intelligence
AI technology is becoming increasingly important for companies. We show you how you too can benefit from it.
