Connecting your organization's AI

Account · For everyone · Updated Oct 20, 2026 · 3 min read

Members connect the AI service they already use and pay for; the portal supplies the secure integration. ICAA hosts no model and resells nothing. The connection is set up once by an owner under Organization › AI Connection; everyone the policy admits then uses it on the AI page.

Setting up the connection

1. Choose the provider: OpenAI, Azure OpenAI, Anthropic, or another API that speaks the OpenAI format.
2. Enter the endpoint (where the provider needs one), the model and the API key. The key is written straight into the portal's key vault and is never shown again, not even to you; the page only ever says that a key is on file. Nobody at ICAA can read it.
3. Test the connection: the portal sends one small request and reports what the provider answered. A key that is refused, a model that does not exist or a format the provider does not accept are named plainly.
4. Approve it. From then on the connection is in use. An owner can replace the key at any time (the new one is tested before it is used and the old one is deleted) or stop the connection.

The policy

The owner's policy decides who in the organization may ask, which categories of the organization's portal data the AI may read (membership, needs, support tickets and so on; each off until switched on), which tools it may use, whether people may attach files to a question, and the limits: requests, tokens and a monthly spending cap at the provider's list prices. A change that widens the policy is proposed first and takes effect when an owner approves it.

Asking

On AI you ask in plain words and attach documents, spreadsheets or images when the policy allows. The AI answers with the portal data the policy admits, and says which tools it used. The Prompts library holds starter prompts for your organization type and the ones your colleagues save. The provider receives only what is sent for that question, under the terms of your own account with it; the portal records the tokens and the cost of each request for the Usage page, not the question or the answer.

Usage and keys that stop working

The Usage page shows the requests, the tokens and the estimated cost for the period against the cap; an export holds no prompts, answers or keys. When the provider refuses the key (expired, revoked or out of credit) the connection shows Action required, the administrators of your organization are told and nothing further is sent until a working key is entered. Where you recorded the key's expiry date, the portal reminds you two weeks ahead.