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Assets: AI Natural Language Search

Tired of stacking filters just to find a handful of Chromebooks? AI Natural Language Search lets you skip all of that. Just type what you're looking for in plain English and K12Panel figures out the query for you. It's one of those features that sounds too good to be true until you actually try it.

Where to Find It

AI Search is available on the Assets screen (and the Cross Org search screen if you administer multiple organizations). Look for the AI Search tab right next to the Quick Search tab in the search bar.

How to Use It

  1. Enter a search term in the "Ask about your inventory" box.
  2. Type your question in plain English. For example:
    • show me Chromebooks with less than 4GB of RAM
    • Windows 10 devices not seen in the last 30 days
    • MacBooks checked out to a student
    • Dell laptops with more than 256GB storage
  3. Press Enter or click Search.
  4. A blue bar will appear below the search box showing how the system interpreted your query. Give it a quick read to make sure it matched what you had in mind.
  5. Your results load in the table below. That's it!

To clear an AI Search and return to a full unfiltered view, click Clear Search in the interpreted query bar.

Tips for Getting Great Results

The more specific you are, the better. "Chromebooks with less than 4GB RAM assigned to Lincoln Elementary" will get you much further than "old chromebooks." The system understands common device names like Chromebook, Windows 10, Windows 11, and Mac, and you can stack multiple conditions in a single query: Dell Windows 11 laptops with more than 8GB RAM at the Main Campus site works just fine.

You can also ask about inactive devices by last seen date: assets not seen in 60 days is a great way to track down devices that have gone quiet.

A Few Things to Know

AI Search is built for asset hardware and inventory fields. It won't search activity logs, audit records, or financial data, and it works within your existing account permissions, so it won't surface assets you don't already have access to. If it can't make sense of a query, it'll let you know. Just try rephrasing, or hop over to the Quick Search tab for a simple keyword search instead.

There's also a short-term rate limit to keep things running smoothly for everyone. If you hit it, you'll see a message asking you to wait a moment before trying again.

A Note on Privacy and AI

AI Search uses a large language model to interpret your plain-English queries. Here's what you should know about how your data is handled.

By default, no personally identifiable information (PII) is sent to the model. The system only passes your search terms to help structure the query, which is then run entirely inside K12Panel. That said, if you include a person's name in your search (like Chromebook checked out to John Smith), that name will be passed to the model as part of the query. Keep that in mind when searching.

The model powering AI Search is Enterprise Gemini 3.1 Flash-Lite, running on Google Cloud's Vertex AI platform. K12Panel uses the Pay-As-You-Go (Paid Tier), which means:

  • Google does not use your data to train its models.
  • Google may log query data for a limited period for abuse detection purposes.
  • Usage is governed by the Gemini API Additional Terms of Service.

For more details on how Google handles data in this context, see the Gemini 3.1 Flash-Light documentation.