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The AI Usage Console

AI Usage answers the questions an administrator actually asks about AI: what it is costing, which feature spends it, how often it fails, and what a particular call came back with. It reads the AI run log, where every call the platform makes to a provider is one row, and it is where you send a test call through any role.

Where to find it

Architect Panel → Activity:

  • AI Usage — usage by period, Test a role, recent calls and what the log keeps
  • AI Run Log — the raw rows behind it, one per call

Architect Panel → Configuration:

  • AI Settings — where the logging and retention settings it reports are changed

What is on the screen

From the top: a Reporting to ActiveManage card (only on an installation that reports AI spend to ActiveManage), then four cards. On a multi-tenant installation the figures are for the tenant you are signed in to. The screen is for architects only and never shows a key.

Usage for a period

Choose From, To (inclusive) and Group by (Feature, Model, Service or Day), then Show. The default is the last 30 days by feature.

  • Four tiles: AI calls; Not usable (an error, an answer that failed its checks, or a refusal, each of them money spent on nothing); tokens of every kind; and the List-price estimate.
  • A bar per day, with the unusable part in red. Hover for the day's figures.
  • A table: Calls, OK, Not usable, Input, Output, Cache write, Cache read, Cost, Rated and Avg rating for each feature, model, service or day. Every row opens the list of exactly its own calls.

Cost is an estimate from list prices, not an invoice. A figure shown with ≥ includes calls on models that could not be priced, so the real total is higher. estimated marks calls whose token counts were estimated from characters because a stream stopped before the provider reported them. A mixed currency badge means the currency label was changed during the period.

Test a role

Every role the installation configures, what it resolves to, whether its provider is configured, and a Test button. See AI Usage & Run Log for the test call.

Recent AI calls

Filter by Feature, Model, Outcome (ok, error, invalid answer, refused) and Service, then Filter. Fifty calls a page, with Newer and Older. Each row shows when, the feature, the role, the service and model, the outcome, tokens in and out, cost, how long it took and any rating; Open shows the run in full.

What the log keeps

Whether runs are logged, whether provider responses and prompts are kept, the retention periods, and whether the housekeeping task that applies them is on, disabled, in preview, or not installed.

Reading one run

Open shows Run # and its number, with: when, status and error, feature, role, service and endpoint, model, stop reason, tokens, cost, duration, the provider's request id, the request's size, what record it was about, the background job if there was one, who it was made for, and any rating. Below that, What the caller was handed shows the answer and the warnings, and What went over the wire shows the provider's response and the request, but only where the log settings kept them.

A run may say its text is not there for a reason other than an empty answer: the retention sweep blanked it, it was too large to keep, or the feature logged it without bodies on purpose. Scanned documents read by AI are always logged that way, because the transcription already lives with the document under its own access rules.

Using it

  1. Open AI Usage and read the four tiles for the last 30 days.
  2. If Not usable is high, group by Feature to see which feature fails, then open a failing row's calls.
  3. Open one failing run and read its error and warnings.
  4. If the cause looks like configuration, change it on AI Settings and use Test on the role.
  5. Group by Model or Day to watch cost after a change.

What goes wrong, and how to tell

  • "Run logging is switched off": no calls are being recorded, the figures stop at the moment it was turned off, and background AI calls cannot hand their answers back. Turn Log every call back on in AI Settings.
  • "Nothing to list: .airuns does not exist": the run log has not been installed on this database. The test call still works; ask your hosting administrator to apply the platform update.
  • Cost shows not priced: the model is not in the price table, or the provider reports no token counts. Add a price override if you need an estimate.
  • A run says "There is no AI run #...": it does not exist in this installation's log, or it belongs to another tenant.

Worked example

An architect notices the List-price estimate has doubled month on month. Grouping by Feature shows the ERP Feed Queue's suggestions have tripled; grouping by Day shows the rise started on the day a large bank statement was imported. Opening a few runs shows each is a normal, successful suggestion. Nothing is broken: the team simply used Suggest all on many more rows, and the finance manager is shown the figure.

Recommendations

  • Look at Not usable weekly; every unusable call was still paid for.
  • Group by feature before by model: features are what people can change.
  • Treat cost as an estimate and reconcile with the provider's own bill monthly.
  • Keep run logging on, and decide deliberately whether prompts are kept.