Use Bricksta in Claude and ChatGPT

What you can ask

• Cases of a template, e.g. “Show me the running customer onboardings” — with next step, progress, owner, due date and a link into Bricksta.
• Cases for a customer, e.g. “Where is the onboarding of Acme Ltd stuck?” — the search covers title and number.
• A single case in detail, e.g. “What is open on #227?” — status, progress, phases, open tasks with assignees and due dates, and the details entered in the case and its tasks (current round only, only fields you may see). Anything a customer entered via the portal, a guest link or a form is marked in the chat as “entered from outside”. Fields the template excludes from AI do not appear.
• Analytics, e.g. “How many cases are overdue?” or “Where are the customer onboardings stuck?” — the same figures as on the dashboard (7, 30 or 90 days), and per template the usual duration and the phases where running cases exceed their norm the most. This requires the permission to view organisation analytics.
• The history of a case, e.g. “What happened on #227 recently?” — the same entries as the history in Bricksta, with comments.
• The attachments of a case, e.g. “Which files are attached to #227?” — name, type, size, task and whether a customer uploaded them via the portal or a guest link. The chat does not read the file contents; open them in Bricksta. Files in fields you may not see or that are excluded from AI do not appear.
• Finding cases by their details, e.g. “Which cases concern Nordlicht Logistics?” — the fields of the cases and their tasks are searched, only fields you may see.
• Datasets, e.g. “Which customers are in the Customers dataset?” — the key field is searched.
• Team workload: open assigned tasks per person (if your organisation enabled it) or per role. This requires the permission to view organisation analytics.
• Your open tasks, grouped like “My Work”: overdue, due today, later, unassigned.
• Your organisation's templates.

What you can have the assistant change

For this, an admin sets the organisation to “Read and write”, and you tick “May write on your behalf” when connecting (steps 1 and 3). Then you can say, for example:

• Create and start a case: “Create a case from the Customer Onboarding template for Acme Ltd.” Name the template as it appears in Bricksta. If the template has several workflows, the assistant asks which ones to start. It then names the required fields of the first tasks and asks you for them.
• Fill in fields: “On #227, in the task Review contract, enter 1 November as the contract start.” Which fields work is described in the next section.
• Complete or skip tasks: “Complete the task Request documents on #227.” If required fields are still missing, the assistant names them and asks whether to fill them in. Afterwards it says which tasks are open next.
• Take over or assign tasks: “Take over the task Prepare quote” or “Assign it to Anna Smith” — by full name or e-mail address, as in Bricksta.
• Set due dates: “Set the due date for Prepare quote to 24 October.” Customers do not see due dates.
• Comment: “Write on #227: customer will call back on Monday.” Comments are internal; external parties in the portal or via guest links do not see them.
• Turn a note into a case: “Muster GmbH wants two workshop days for €2,400, not three — create a quote for it.” The assistant creates the case in one go, with customer and positions — if a value does not fit, it creates nothing and asks. If something is missing, such as the contact person, it does not guess: it asks you or adds a task “Clarify the contact person” that is assigned to you.
• Prepare approvals: “Which approvals are waiting for me?” and then “Approve the approval on #227.” You decide yourself in Bricksta — see “When an action reaches beyond Bricksta”.
• Check what became of proposals: “What happened to my proposals?” — open, done, discarded or expired.

Every change shows in the history as “<name> (via Claude)” or “(via ChatGPT)”, comments included. On the Claude Team plan, the owner can additionally set “Complete a task” to “Needs approval”.

Which fields the assistant fills in

Text, number, yes/no, date

As in Bricksta.

Single and multiple choice

By the option's name; for multiple choice, several are possible.

Person

By full name or e-mail address of an active member.

Dataset field

By the entry as it appears in the dataset. As in Bricksta, this fills in the linked fields of the task, and the assistant lists them with their values, e.g. “Also filled in: Description = The analytics components”. If the entry is not in the dataset or several match, it saves nothing and asks. If the field is restricted by another field, that one must be filled in first.

Fields hidden from the AI

The assistant does not read fields marked “Exclude from AI steps” and does not fill them in itself. If a dataset field fills them in, it only gives the count (“1 field that is hidden from the AI”) — you see the value in Bricksta.

Reference field

Shows the value of another field and is not an input. The assistant names that field and the task where you enter the value.

Table of cards (e.g. quote positions)

The assistant adds new cards, for example a position with service, price and congress. Existing cards stay as they are. It checks every value like a single field: if a dataset entry matches more than once, it saves nothing and asks. Choosing a service from the dataset fills the linked values of the same card, such as the price.

File, signature, formatted text

Only in Bricksta. The assistant gives you a link.

When an action reaches beyond Bricksta

Some actions reach people or systems outside your company: they open a task in the customer portal, send an e-mail or message, notify a connected system or change information external parties can see. The assistant does not carry out such actions itself. It creates a proposal, names the reason and gives you a link; the proposal also shows in the bell for 24 hours.

1. 1Open the link. The page “Confirm action” shows what the assistant wants to do, why it reaches outside and — for a field — the proposed value.
2. 2If a dataset field fills in further fields, they are listed under “Also changes these fields”.
3. 3Choose “Confirm and carry out” or “Discard”. Nothing happens until you click. If another way outside the company was added since you opened it, Bricksta runs nothing and shows the reasons again.

The assistant never decides approvals itself. It lists the approvals waiting for you, prepares your decision with a reason, and you confirm it on the same page. The same rules apply as in Bricksta: the four-eyes principle, the approval right and a reason when rejecting. If a proposal looks unfamiliar, you can disconnect the assistant there with one click.

Step 1: Enable access for the organisation (admin)

Through Claude or ChatGPT, case data goes to the respective AI provider. That is why access is switched off for every organisation at first, and only a person with admin rights can switch it on.

1. 1Open Organisation › AI connections.
2. 2Under “Access via AI assistants (Claude, ChatGPT)”, choose a level: “Off”, “Read only” or “Read and write”. The description below says what the level allows.
3. 3Below it you now see all active connections: who is connected, with which assistant, since when and whether the connection may write. If you go back from “Read and write” to “Read only”, all connections lose the right to write; to write again, each person reconnects.

Step 2: Connect Bricksta in the assistant

1. 1Claude (claude.ai or Claude Desktop): under Settings › Connectors, add a custom connector with the address https://bricksta.com/api/mcp.
2. 2ChatGPT: in developer mode, create an app for a remote MCP server with the same address (available on the Plus, Pro, Business, Enterprise and Education plans).
3. 3On the first call, the assistant opens the Bricksta sign-in. Sign in if you are not signed in yet.
4. 4The connection requires two-factor sign-in. If you have not set it up yet, the consent page takes you to the settings; afterwards, start the connection again in the assistant.

Step 3: Consent and choose the organisation

The consent page shows which assistant wants access and where the data goes. A connection applies to exactly one organisation: the one you currently have open in Bricksta is preselected; you can choose another. Only organisations with access switched on are offered. For a second organisation, connect a second time. If the chosen organisation is set to “Read and write”, the tick “May write on your behalf” appears — unset by default. Without it, the assistant can only read.

Revoking a connection

A person with admin rights revokes any connection under Organisation › AI connections › “Revoke”. This takes effect immediately: the next question from the chat gets no more data. If an admin switches access off for the whole organisation, this also applies immediately to all connections. Anyone who loses their membership also loses the connection.

If you change your password or your two-factor sign-in, Bricksta ends all your connections to AI assistants. Connect again in the assistant afterwards.

If the assistant shows a message

Access not enabled

An admin has not (yet) switched on access for the organisation — see step 1.

Connection no longer exists

It was revoked or the membership ended. Connect Bricksta again in the assistant.

Data could not be loaded

A temporary error. Please ask again — it does not mean that there is nothing there.

Too many requests

Each connection may make 60 requests per minute and four at the same time, including 20 changes per minute. Wait a moment and ask again.

Writing not allowed

The organisation is set to “Read only”, or you did not tick the box when connecting. An admin changes the level; then reconnect and tick the box.

It is unclear whether it was saved

The answer did not come back in time. Check the case first before trying again — otherwise it may end up there twice.

Not carried out yet — please confirm in Bricksta

The action reaches beyond Bricksta. Open the link and confirm or discard it (see above).

Required fields missing

The task can only be completed once they are filled in. The assistant asks whether to fill them in.

Not in the dataset / several entries match

Nothing was saved. Name the entry as it appears in the dataset, or say which one is meant.

20 proposals already waiting

20 proposals from this connection are waiting for confirmation. Confirm or discard them in Bricksta first (bell).