AI-powered information assistant answering questions from your own knowledge base.
Current Version: 28.1.0.0as of Business Central 28. AppSource Name: NAVAX Knowledge Assistant
Manual
Creation date: 2026/06/20 The current version of this manual can be found at:
☰ Contents
General
NAVAX Knowledge Assistant NAVAX Knowledge Assistant is an AI-powered information assistant integrated directly into Microsoft Dynamics 365 Business Central. It answers questions from your employees based on your company's own documents and knowledge base...
Setup
Knowledge Assistant Setup The Knowledge Assistant Setup page is the central configuration point for the NAVAX Knowledge Assistant. Open it by searching for Knowledge Assistant Setup in Business Central...
Own Azure Resources (OAR) The OAR (Own Azure Resources) plan allows customers to host their own Azure Cosmos DB and Azure OpenAI resources. NAVAX hosts only the Function App for compute; all data remains in the customer's own Azure subscription...
Data Processing Agreement Before using the NAVAX Knowledge Assistant, your organization must accept the Data Processing Agreement (DPA). The DPA governs how data submitted to the AI backend is processed and stored in accordance with GDPR and applicable data protection regulations...
Setup Tasks After installing and configuring NAVAX Knowledge Assistant, complete the following steps to get the system ready for use...
Working with the App
Using the Knowledge Assistant The Knowledge Assistant page provides an interactive chat interface where users can ask questions and receive AI-generated answers based on the company's knowledge base...
Knowledge Base The knowledge base is the collection of documents and content that NAVAX Knowledge Assistant uses to answer questions. The better the knowledge base, the more accurate and relevant the answers...
Feedback The feedback feature allows users to rate chat answers with a thumbs up or thumbs down. Positive ratings improve the knowledge base by adding verified answers for future queries...
Appendix
NAVAX License Management The NAVAX License Management page (in older versions NAVAX License Overview or NCEX License Overview) displays the current license status of the NAVAX extensions...
NAVAX Knowledge Assistant is an AI-powered information assistant integrated directly into Microsoft Dynamics 365 Business Central. It answers questions from your employees based on your company's own documents and knowledge base.
How It Works
NAVAX Knowledge Assistant stores information in a knowledge base. When a user asks a question, the most relevant passages are retrieved and passed to an AI language model, which generates a precise, context-aware answer.
Navigation
You access NAVAX Knowledge Assistant directly from the Business Central role center or by searching for NVXCHT. The main pages are:
Knowledge Assistant Setup — configuration of the backend connection, API key, feedback, and OAR settings.
Knowledge Assistant — the chat interface for asking questions.
Knowledge Assistant Knowledge Base — upload and manage documents used as the knowledge source.
You can identify all NAVAX Knowledge Assistant pages and functions by the prefix NVXCHT.
Permission Sets
The following permission sets are available for NAVAX Knowledge Assistant:
Name
Description
NVXCHT, SETUP
NAVAX Knowledge Assistant Setup
Required to configure the Knowledge Assistant, manage the knowledge base, and access all administrative functions.
NVXCHT
NAVAX Knowledge Assistant
Required to use the chat interface and submit feedback. Assign this permission set to every user who should have access to the Knowledge Assistant.
The Knowledge Assistant Setup page is the central configuration point for the NAVAX Knowledge Assistant. Open it by searching for Knowledge Assistant Setup in Business Central.
General, Fields
Field
Description
Enable Feedback
Activates the thumbs up / thumbs down feedback bar below each chat answer. When enabled, users can rate responses and positively-rated answers are automatically added to the knowledge base as verified answers.
For more information, see Working with the App, Feedback.
Connected Tenant
The tenant name retrieved from the backend when the API key was saved. Confirms that the API key is valid and connected to the correct NAVAX backend tenant. This field is read-only.
DPA Signed
Indicates whether the Data Processing Agreement has been accepted for this tenant. Shown in green when signed, red when unsigned.
For more information, see Setup, Data Processing Agreement.
DPA Signed At
The date and time when the DPA was accepted. Visible only after signing.
Tenant API Key
The secret API key that authenticates this Business Central company with the NAVAX Knowledge Assistant backend. The value is masked after entry. Changing the key will permanently delete all existing knowledge base documents.
Important
Keep the API key confidential. It is stored encrypted in Business Central Isolated Storage and is never transmitted in plain text.
Own Azure Resources (OAR), Fields
Enter your Azure details here to provision your own Cosmos DB and Azure OpenAI resources.
For more information, see Setup, Own Azure Resources (OAR).
Field
Description
Azure Subscription ID
The Azure subscription where Cosmos DB and Azure OpenAI will be provisioned.
Azure AAD Tenant ID
The Azure Active Directory tenant ID of the customer's Azure subscription.
Service Principal Client ID
The Application (Client) ID of the Service Principal used to provision Azure resources. The SP must have the Contributor role on the subscription.
Service Principal Secret
The client secret of the Service Principal. Stored encrypted. Visible as masked after entry.
Azure Region
The Azure region for provisioning (e.g. westeurope, swedencentral, eastus). Must support Azure OpenAI model deployments.
Cosmos DB Account Name
The globally unique name for the Cosmos DB account to be created. Must be 3–44 lowercase letters, digits, and hyphens.
Database Name
The name of the database inside the Cosmos DB account. Defaults to ChatbotDB.
Provision Status
The current status of the Azure resource provisioning job: Not Started, Provisioning, Ready, or Failed. Read-only.
Provision Error
The error message from the last failed provisioning attempt. Visible only when status is Failed. Read-only.
Actions
NAVAX License Management
Opens the NAVAX License Management overview, which shows the license status of the installed NAVAX extensions.
For more information, see Appendix, NAVAX License Management.
Manage Tenants
Opens the tenant list for administrators to create, view, or delete tenants and manage their DPA status. Visible to administrators only.
View / Sign DPA
Opens the Data Processing Agreement. Use the Accept DPA button inside to sign it.
For more information, see Setup, Data Processing Agreement.
Update Backend Info
Sends your organization's name and address to the backend, where it is used on the Data Processing Agreement when it is signed.
For more information, see Setup, Data Processing Agreement.
Test Backend Connection
Sends a test request to the configured backend URL and shows whether the connection is successful.
Clear Feedback Data
Permanently deletes all thumbs up/down feedback records for this tenant. A confirmation is required before deletion.
For more information, see Working with the App, Feedback.
Provision Azure Resources
Starts the automated creation of Cosmos DB and Azure OpenAI resources in the customer's Azure subscription. Returns immediately — use Check Provision Status to monitor progress. Available when the OAR status is Not Started, Failed, or Ready (re-provision). The DPA must be signed first.
For more information, see Setup, Own Azure Resources (OAR).
Check Provision Status
Polls the provisioner for the current status of the Azure resource creation job. Available when status is Provisioning.
For more information, see Setup, Own Azure Resources (OAR).
The OAR (Own Azure Resources) plan allows customers to host their own Azure Cosmos DB and Azure OpenAI resources. NAVAX hosts only the Function App for compute; all data remains in the customer's own Azure subscription.
When to Use OAR
Your organization requires data residency in a specific Azure region.
You need full control over your Azure OpenAI quota and costs.
Compliance or security policies require data to stay within your own Azure tenant.
Prerequisites
Before provisioning, the following must be prepared in Azure:
An Azure subscription where resources will be created.
An App Registration (Service Principal) in Microsoft Entra ID with the Contributor role on the target subscription.
A client secret for the Service Principal.
Important
The Service Principal client secret is used only during provisioning and is never stored. It is transmitted securely to the NAVAX backend and discarded after the provisioning job completes.
Important
The Data Processing Agreement (DPA) must be signed before Azure resources can be provisioned.
The provisioning is fully automated. After filling in the Azure fields on the Knowledge Assistant Setup page and choosing Provision Azure Resources, the following resources are created in your Azure subscription:
Resources Created
Resource
Details
Resource Group
rg-{cosmosAccountName} in the selected region.
Azure Cosmos DB (Serverless)
Account with database and three containers: kb_sources, kb_chunks, kb_feedback.
The provisioning runs asynchronously and typically takes 20–35 minutes. The status is reported back to Business Central via the Check Provision Status action.
Monitoring Progress
After starting provisioning:
The Provision Status field changes to Provisioning.
Use Check Provision Status every few minutes to poll for updates.
When complete, the status changes to Ready and the chatbot switches to your Azure resources automatically.
If something goes wrong, the status changes to Failed and the error is shown in the Provision Error field.
Re-Provisioning
If provisioning fails or resources are missing, you can re-run it by choosing Provision Azure Resources again. Existing resources are reused — only missing ones are created. No data is lost.
Finding Required Parameters in Azure
BC Field
Where to Find It in Azure
Azure Subscription ID
Portal → Subscriptions → Subscription ID column.
Azure AAD Tenant ID
Portal → Microsoft Entra ID → Overview → Tenant ID.
Service Principal Client ID
Portal → Microsoft Entra ID → App registrations → [your app] → Application (client) ID.
Service Principal Secret
Portal → Microsoft Entra ID → App registrations → [your app] → Certificates & secrets → Value (copy immediately after creation).
Azure Region
Use the internal Azure region name, e.g. westeurope, swedencentral, eastus.
Cosmos DB Account Name
Choose a globally unique name (3–44 lowercase letters, digits, hyphens). E.g. mycompany-chatbot.
Before using the NAVAX Knowledge Assistant, your organization must accept the Data Processing Agreement (DPA). The DPA governs how data submitted to the AI backend is processed and stored in accordance with GDPR and applicable data protection regulations.
Company Address on the DPA
The DPA shows your organization's name and registered address (street, postal code, city, and country) as provided to NAVAX. If this information is missing or has changed, choose Update Backend Info on the Knowledge Assistant Setup page to send the current address to the backend, then re-open View / Sign DPA to see the updated agreement.
Signing the DPA
Open the Knowledge Assistant Setup page.
Choose the View / Sign DPA action.
Read the agreement and click Accept DPA to sign it.
The DPA Signed field is updated and the signing date and user are recorded.
Important
The DPA must be signed by an authorized person in your organization before NAVAX Knowledge Assistant can be used in production.
DPA Status
The DPA Signed field on the setup page shows the current status:
Green (Yes): The DPA has been accepted.
Red (No): The DPA has not yet been signed.
DPA PDF
A signed PDF copy of the DPA can be downloaded for your records using the Download DPA PDF action on the DPA page.
After installing and configuring NAVAX Knowledge Assistant, complete the following steps to get the system ready for use.
Initial Setup Checklist
1. Enter the Backend URL and API Key
Open Knowledge Assistant Setup and enter the Backend URL provided by NAVAX and the Tenant API Key issued for your tenant. The system will automatically retrieve and display the connected tenant name.
For more information, see Setup, Knowledge Assistant Setup.
2. Sign the Data Processing Agreement
Choose View / Sign DPA and accept the agreement before using the system in production.
For more information, see Setup, Data Processing Agreement.
3. Upload Knowledge Base Documents
Open Knowledge Base Files and upload the documents your users will query. Add PDFs, Word documents, or scrape relevant web pages.
For more information, see Working with the App, Knowledge Base.
4. Enable Feedback (optional)
Enable the Enable Feedback toggle to allow users to rate answers and build up a verified answer base over time.
For more information, see Working with the App, Feedback.
5. Assign Permission Sets
Assign NVXCHT, SETUP to administrators and NVXCHT to all users who should have access to the chat.
For more information, see General, NAVAX Knowledge Assistant.
6. Configure OAR
If your organization uses the OAR (Own Azure Resources) plan, NAVAX enables it for your tenant. Once the OAR Plan (Own Azure Resources) field shows Yes, fill in the Azure credentials and run Provision Azure Resources.
HttpClient Requests
The Knowledge Assistant communicates with the NAVAX backend via HTTP. In a sandbox or test environment, HTTP requests are blocked by default. Enable them in the extension settings:
Go to Extension Management → find NAVAX Knowledge Assistant → click the three dots → Extension Settings.
Enable the checkbox Allow HttpClient Requests.
Docs / App / NAVAX Knowledge Assistant / Working with the App Using the Knowledge Assistant
The Knowledge Assistant page provides an interactive chat interface where users can ask questions and receive AI-generated answers based on the company's knowledge base.
Opening the Chat
Search for Knowledge Assistant in Business Central or open it from the role center tile. The chat window loads automatically and is ready to use as soon as a valid API key is configured and at least one knowledge base document has been ingested.
Asking a Question
Type your question in the input field at the bottom of the chat window and press Enter or click the send button. The Knowledge Assistant:
Searches the knowledge base for the most relevant passages.
Passes the question and the retrieved context to the AI language model.
Displays the answer along with source references where applicable.
Source References
Each answer includes references to the knowledge base documents that were used to generate it. This allows users to verify the source and navigate to the original document if needed.
Conversation History
The chat maintains the current conversation context within the session. Previous messages are visible in the chat window and can be used by the AI to answer follow-up questions. The history is cleared when the page is closed or refreshed.
Feedback
If feedback is enabled by the administrator, a thumbs up / thumbs down bar appears below each answer. Positively rated answers are automatically added to the knowledge base as verified answers for future queries.
For more information, see Working with the App, Feedback.
Knowledge Base
The quality of answers depends directly on the content of the knowledge base. Upload relevant company documents and keep them up to date.
For more information, see Working with the App, Knowledge Base.
Docs / App / NAVAX Knowledge Assistant / Working with the App Knowledge Base
The knowledge base is the collection of documents and content that NAVAX Knowledge Assistant uses to answer questions. The better the knowledge base, the more accurate and relevant the answers.
Opening the Knowledge Base
Open the Knowledge Assistant Knowledge Base page by searching for it in Business Central or by choosing Knowledge Assistant Setup and navigating to it from there. Each entry in the list represents a knowledge source — either an uploaded file or a scraped web page.
Supported File Types
Type
Description
PDF
PDF documents including text-based and scanned PDFs.
DOCX
Microsoft Word documents.
TXT
Plain text files.
Web page
Content scraped from a public URL.
Uploading a Document
Choose Upload File to select a file from your computer. The file is saved locally in Business Central.
With the file record selected, choose Upload to Backend to send the file to the knowledge base. The backend splits the document into chunks, embeds them as vectors, and stores them.
Processing typically takes a few seconds per document. Large PDFs may take longer — you will be warned before uploading files over 30 MB.
Adding a Web Page
Choose New and enter the full URL (must start with https://) in the URL field.
Choose Upload to Backend. The backend fetches the page, extracts the text content, and stores it as a knowledge base source.
The page title is used as the source name and the number of text chunks inserted is shown after completion.
Deleting a Source
Select a source in the list and choose Delete. This removes the source record and all associated text chunks from the knowledge base. The action cannot be undone.
Best Practices
Keep documents up to date — outdated content leads to incorrect answers.
Use clearly structured documents with descriptive headings.
Avoid uploading duplicate content from the same source.
For web pages, delete the existing entry and re-scrape periodically if the page content changes.
Docs / App / NAVAX Knowledge Assistant / Working with the App Feedback
The feedback feature allows users to rate chat answers with a thumbs up or thumbs down. Positive ratings improve the knowledge base by adding verified answers for future queries.
Enabling Feedback
Enable the Enable Feedback toggle on the Knowledge Assistant Setup page. Once enabled, a feedback bar appears below each answer in the chat interface.
How Feedback Works
Thumbs up: The question and answer are saved as a Verified Answer in the knowledge base. Future similar questions will benefit from this validated response.
Thumbs down: The negative rating is recorded for review. The answer is not added to the knowledge base.
Verified Answers
Positively-rated answers are stored under a special source named [Verified Answers] in the knowledge base. They are automatically retrieved and prioritized when similar questions are asked.
Clearing Feedback Data
Administrators can permanently delete all feedback records using the Clear Feedback Data action on the Knowledge Assistant Setup page. This also removes all verified answers from the knowledge base. A confirmation dialog is shown before deletion.
Important
Clearing feedback data permanently removes all verified answers. This cannot be undone.
The NAVAX License Management page (in older versions "NAVAX License Overview" or "NCEX License Overview") displays the current license status of the NAVAX extensions.
Fields
Name
Specifies the name of the Extension.
License Status
Specifies the current license status of the Extension.
Serial No.
Specifies the serial number of the Extension.
Version
Specifies the currently installed version of the Extension.
Trial Version
A NAVAX extension can be tested or used free of charge for 30 days after installation. After that, the extension can only be used with a valid license.
Request License
The license can be requested or checked via the Current Status action. This opens a new page.
The following example shows the NAVAX extension Excel Report Builder.
Fill in the fields in the page and then click Send License Request. Please note that the licensing process may take some time. In the next few days you will receive an email with further information.
Note
For licensing, calling the online help and performing some actions, access to https://www.navax.app must be granted.
Public IP from www.navax.app for setting firewall access: 94.136.22.236, Port: TCP/443
Checking the connection to https://www.navax.app using PS: Test-NetConnection navax.app -port 443 (PS must be performed with the M-Tier service user)
CRL Servers In addition, the following CRL Servers must also be accessible for the certificate check: https://certificates.godaddy.com/* http://crl.godaddy.com/* or their IP: 192.124.249.36
Activate/Update License
As soon as the licensing has been completed, you will receive an email and the license can be activated via the Update License action. The license is company independent. So it does not matter in which company the action is called.
Note
The licence must be updated once a year via the Update License action.
The update is only possible or necessary within the last 30 days before the license expires, or afterwards. Within the last 30 days before the license expires, notes are displayed.
If the Automatic License Renewal is enabled, the Update License action is called automatically before the license expires. During this process, all licenses for which automatic license renewal is enabled are checked and updated if necessary. If automatic renewal is not successful, notifications will be displayed within the last 15 days before the license expires. Note that the setting is only active after the license has been activated.
This action can be used to open the Microsoft AppSource ratings page for the extension. We would be very happy if you submit your rating and let us know about your experience with the Extension.
The following external addresses must be reachable from your Business Central environment:
https://func-bc-nvxcht-prod.azurewebsites.net
The NAVAX Knowledge Assistant backend (Azure Function App). Required for all chat, ingestion, and feedback operations.
https://www.navax.app
For licensing, calling the online help and performing some actions, access to https://www.navax.app must be granted.
Public IP from www.navax.app for setting firewall access: 94.136.22.236, Port: TCP/443
Checking the connection to https://www.navax.app using PS: Test-NetConnection navax.app -port 443 (PS must be performed with the M-Tier service user)
CRL Servers In addition, the following CRL Servers must also be accessible for the certificate check: https://certificates.godaddy.com/* http://crl.godaddy.com/* or their IP: 192.124.249.36
On-Premises
The following Granules are required for an On-Premises installation:
NAVAX Knowledge Assistant
Fill in the fields in the page and then click Send License Request. Please note that the licensing process may take some time. In the next few days you will receive an email with further information.
