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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.

natural language search bar

Where It's Available

AI Search appears on the Assets screen and the Cross Org Search screen. Look for the AI Search tab next to the Quick Search tab in the search bar.

How to Use It

  1. Click the AI Search tab.
  2. Type your question or description in the search box. Examples:
    • 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
    • devices with active threats
  3. Press Enter or click Search.
  4. A blue bar appears below the search box confirming how the system interpreted your query. Review this to make sure it matched your intent.
  5. Results load in the table below.

Clearing an AI Search

Click Clear Search in the interpreted query bar to remove the AI filter and return to a full unfiltered view.

Tips for Better Results

  • Be specific. "Chromebooks with less than 4GB RAM assigned to Lincoln Elementary" works better than "old chromebooks."
  • Use common device names. The system understands terms like Chromebook, Windows 10, Windows 11, and Mac.
  • Last seen / inactive devices. You can ask for devices not seen in a time period: assets not seen in 60 days.
  • Security, updates, and antivirus. You can ask about Windows Update and Microsoft Defender status — e.g. windows devices that need a reboot, assets with pending critical updates, machines running Defender as real-time, or devices with active threats.
  • Combine conditions. You can stack multiple criteria in a single query: Dell Windows 11 laptops with more than 8GB RAM at the Main Campus site.

Rate Limit

To keep the service running smoothly for everyone, there is a short-term limit on how many AI searches a single user can run in a brief window. If you hit the limit you'll see a message asking you to wait a moment before trying again.

What AI Search Cannot Do

  • AI Search works on asset hardware and inventory fields. It cannot search activity logs, audit records, or financial data.
  • Results are limited to the assets your account has access to — AI Search does not expand your permissions.
  • If the system cannot interpret your query it will say so. Try rephrasing or use the Quick Search tab for a simple keyword search instead.

For a complete list of everything AI Search understands, see the AI Search: Searchable Fields Reference.

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.