Using Unifize AI

Introduction

Unifize AI is designed to reduce manual work, accelerate quality processes, and improve compliance through intelligent automation. By analyzing incoming data—whether from emails, documents, or checklist inputs—Unifize AI delivers actionable insights, suggests next steps, and keeps your team aligned through every phase of issue resolution and improvement.

Key capabilities

Unifize AI enhances collaboration and process execution by enabling automation across several areas:

• Email intelligence: Automatically extracts key information from inbound emails (e.g., complaints, approvals) to populate checklist fields and create records.

• Document parsing: Extracts relevant details from uploaded documents and maps them directly to structured checklist fields.

• Risk assessment: Assists in performing contextual risk analysis by identifying possible causes and dependencies.

• Corrective action guidance: Recommends corrective actions based on risk identification or investigation findings and tracks implementation.

• Training automation: Converts updated documents into training quizzes and assigns them to appropriate team members for compliance tracking.

Where Unifize AI can be used

Area	AI Capabilities
Complaints & NCMRs	Extracts issue details from email, recommends root causes, and guides RCA steps
CAPA	Suggests corrective actions and assigns follow-ups
Change management	Performs impact analysis and risk identification
Document control	Parses documents and generates updated training material
Training compliance	Auto-creates quizzes based on document revisions

How to use Unifize AI

1. From incoming emails

• Step 1: Forward an email to a connected Unifize Stream.

• Step 2: Unifize AI reads the content, creates a new record (e.g., Complaint), and fills in relevant checklist fields.

• Step 3: Review, edit if needed, and initiate downstream workflows like investigations or approvals.

2. From uploaded documents

• Step 1: Upload a document into the checklist or document control workflow.

• Step 2: AI extracts structured data from the file and populates checklist fields automatically.

• Step 3: Use the parsed data for audits, compliance, or risk assessments without manual entry.

3. During risk assessments

• Step 1: Enter known information into the checklist or select from AI-suggested causes.

• Step 2: AI analyzes the data and suggests probable risks, failure modes, or contributing factors.

• Step 3: Continue analysis or initiate mitigation steps using built-in workflows.

4. For corrective actions

• Step 1: After identifying a root cause or risk, Unifize AI presents a list of recommended corrective actions.

• Step 2: Select relevant actions, assign owners, and set due dates—all within the record.

• Step 3: Track implementation progress in real time.

5. For training automation

• Step 1: Once a document is revised and approved, Unifize AI can generate a quiz based on the content.

• Step 2: Assign the quiz to specific team members for training validation.

• Step 3: Track quiz completion and compliance status within the training module.

Best practices

• Maintain clear, structured checklist templates to help AI map data accurately.

• Configure Streams and document workflows to capture the right inputs (emails, uploads).

• Regularly review AI-generated content before taking critical actions.

• Use AI guidance as a starting point, and combine it with team expertise for optimal outcomes.