AI
Introduction
AI v2 introduces a powerful new checklist field type called AI. This allows admins to embed AI-powered automation directly within checklists. With AI fields, teams can generate structured checklist data, such as product information, root cause analysis, or corrective actions, directly from input fields, documents, and unstructured inputs.
This capability allows organizations to reduce manual data entry, standardize process narratives, and accelerate workflows in areas like quality management, audits, investigations, and supplier approvals.
Feature capabilities
AI is now a checklist field type available in Process Builder.
Admins can configure how AI reads from selected input fields and outputs to target checklist fields.
AI generates structured data such as product details, dates, reasons, root causes, and corrective actions.
Prompts are fully configurable to control how the AI behaves for each checklist.
AI output is editable by users before being saved, ensuring compliance and accuracy.
Full traceability is maintained- AI suggestions are logged in the conversation window of the record.
How AI v2 works
1. Admin journey- Setting up the AI field
Admin opens Manage View for a process.
Adds a new field type called AI via Add Fields in the checklist.
Configures:
The AI button label (e.g., “Generate AI Suggestions”).
The AI prompt, which is the instruction to guide the AI behavior.
Selects one or more input fields from which the AI reads context.
Selects one or more output fields that the AI fills.
A field can either be selected in the input field or output field, not in both the places
Optionally applies conditions to control when AI is available.
Clicks Update Field Settings and publishes the checklist.
2. User journey- Using AI in a record
A user opens a record with the configured AI checklist field.
Sees a button within the checklist (e.g., “Generate AI Suggestions”).
Clicks the button to trigger AI.
AI reads from the input fields (e.g., “What happened?”) and generates outputs for fields like Product Name, Root Cause, Corrective Actions, Reason, Product Quantity.
AI-suggested outputs populate directly into the checklist.
The user reviews, edits, or accepts the suggestions before saving.
The workflow continues with approvals, tasks, or related actions, now using AI-generated data.
Configuration steps
Step 1: Add AI field to Checklist
Go to Manage View → Add Fields → Select Field Type: AI
Step 2: Configure AI field settings
Configure the AI checklist field settings to control how your AI will behave
Setting
Description
Use Case
Button Label
The label that appears on the AI action button in the checklist
E.g., “Generate AI Suggestions” for clarity to users
AI Prompt
Text instruction that tells AI what to generate
Tailor prompts for root cause analysis, summaries, etc.
Input Fields
Checklist fields from where your AI will take context from
Use fields like "Description", "Incident Summary"
Output Fields
Checklist fields for which the AI will write its suggestions for
Populate fields like "Root Cause", "Corrective Action"
Step 3: Apply Conditions
You can also configure specific conditions for your AI checklist to determine the conditions under which your AI field will be visible or hidden
AI Checklist field conditions
Condition
Description
Use case
Show until condition met
This setting will make the AI button visible until a specified condition is met. Once met, the field will stay in shown state until the condition is met and there’s a behaviour selected
Display AI suggestions button until a required field is filled, e.g., until "Due Date" is set.
Hidden until condition met
The AI button is hidden until the specified condition is met. It becomes visible when the condition is satisfied.
Keep AI hidden until certain preconditions like "Status = Open" or "What happened? is filled".
Mandatory until condition met
The AI checklist field remains mandatory until the condition is met. Once met, it becomes optional.
Require users to use AI suggestions until a checklist status is updated, e.g., from "Draft" to "Complete".
Disable until condition met
The AI button is disabled until the specified condition is satisfied. Once met, it becomes active.
Prevent AI usage until key fields like "Product Name" or "Due Date" are filled to ensure AI context accuracy.
Additional Conditions settings
Setting
Description
Use Case
Condition
Selects the field to evaluate from the checklist data
E.g., choose "Due Date" or "What happened?" fields to control AI visibility or behavior.
Qualifier
Defines how the condition evaluates the field (e.g., "is filled", "equals", "contains", etc.).
Show AI only if "Due Date is filled" or "Status equals Open".
AND Condition
Combine multiple conditions that must all be true for the behavior to apply.
Show AI if both "Due Date is filled" and "Status = Open".
Behavior - Mandatory if not hidden
When checked, the AI field becomes mandatory if it is not hidden by a condition.
Force AI to be run whenever it is visible to ensure users use it before submission.
Step 4: Save and Publish
Click Update Field Settings to finalize and save the settings. Click on Save & Exit to save the process.
Roles and permissions
Role
Permissions
Admin
- Enable AI v2 for the organization. - Add AI checklist fields. - Configure prompts, input/output fields, and conditions. - Edit or delete AI configurations. - Manage who can access and use AI fields.
Org Member
- Use AI checklist fields. - Trigger AI suggestions. - Review, edit, and accept AI -generated outputs. - Cannot change AI field configurations.
External User
- Can use AI field if configured by Admin - Can view AI-generated outputs if shared with them. - Cannot run, edit, or configure AI.
Feature limitations
AI v2 is designed to populate structured text-based checklist fields. However, there are specific field types that AI does not support for output generation.
Checklist field type
Reason not supported
Approval
Requires manual user confirmation for compliance
Revision
AI does not manage or generate versioning
Section / Subsection
These are structural, not data fields
AI cannot directly generate or populate PDF fields
Forms
AI does not yet generate row-based form data
File Upload
AI cannot create or upload files
Child & Parent Conversation
AI does not create, manage, or link relationships between records
User
AI does not auto-assign users in this release
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