AI checklist

Feature ID: FU-1084

Document Version: 3.0

Date: 03-12-2025

1. Introduction

AI Checklist is a checklist field that converts specific inputs from the checklist field data into structured values to fill one or more output fields on the same record. Admins define the prompt, choose which inputs the AI can read, and select the output fields it can fill.

Users can use the AI checklist button to trigger AI suggestions. The resulting suggestions are logged in the record conversation for audit. Depending on the configuration, values can be presented for review before adding to the checklist or written directly.

2. Feature capabilities

• AI is available as a checklist field type in Process Builder and can read from configured Input fields to populate configured Output fields.

• Admins can select specific input and output fields for their AI checklist field to work on.

• Prompt can be added in the AI checklist settings to define how your AI field should work.

• Auto-fill is available in AI Field Settings. When enabled, AI writes suggested values directly to the checklist, and the Add to Checklist action is not shown for those AI entries in the record conversation.

• AI suggestions and filled entries are logged in the record conversation. The AI can be triggered multiple times to generate suggestions.

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3. Admin Journey

Here’s how you can configure the AI checklist field as an admin

Step 1: Add an AI field to a checklist

Open Manage View → Go to the specific process for which you want to configure the AI checklist → Checklist → Add fields → AI. Name the field and save.

Step 2: Configure AI field settings

Define how the field behaves:

Setting	Description	Examples / Notes
Button label	Text on the action button visible to end users.	e.g., “Generate AI Suggestions”.
Prompt	Instruction set that guides extraction/creation.	Specify formats, required labels, picklist options, etc.
Input fields	One or more fields AI reads as context.	Description, Incident Summary, File Upload, etc.
Output fields	One or more fields AI fills.	Root Cause, Corrective Action, Date, Number, Picklist.
Auto-fill	If on, AI writes values directly to the checklist; the Add to Checklist control for those AI entries is not shown in conversation.	When on, linked-record generation for output fields is disabled (design safeguard).

Step 3: Conditions

To determine how your AI checklist field will behave, you can configure conditions for your field.

1. Start by navigating to the Manage view section → Open any process with an AI checklist field.

2. Open the AI checklist field → Settings → Conditions.

3. You will see three types of Default state. You can choose any one:

   • Show until condition met

   • Hidden until condition met

   • Disable until condition met

4. Click + Add New Condition, then configure the sections below:

   • Condition: In this field, you can select which metadata or checklist field you want your condition to evaluate on.

     You can choose one of the metadata fields, such as Owner, Due date, Status, or User (Current user). Alternatively, you can pick one of the checklist fields of that process.

     Note that the AI checklist field will not appear in this dropdown, as conditions based on the AI field cannot be created. The same is true for the following checklist fields: PDF, Revision, Section, and Subsection.

   • Qualifier: Qualifiers help you select what state you want your condition field to be in for your condition to evaluate. For example, you can select when your condition field is filled, then you want the behaviour that you will select in the next step to evaluate.

     Note: If your qualifier is not met, your condition will simply stay in the Default state.

   • Behavior: Select the behaviour you want your field to apply if the condition is fulfilled. You can choose from the three options below:

     • Hide field

     • Disable/Lock field

     • Show field.

5. (Optional) If required, you can combine multiple conditions by using the “+ Add condition (AND)”. This functionality will evaluate as an AND condition, meaning that you can add multiple conditions to be true together for your chosen behaviour to evaluate as true.

6. (Optional) You can also use an OR condition in the AI checklist field. This means that you can add multiple conditions, and the system will first evaluate the 1st condition, if it’s not true, then move on to the next condition. If any one of the conditions is met, the system will evaluate the chosen behaviour.

   Note that the system always evaluates the 1st condition initially; if the qualifier in the 1st condition is met, the chosen behaviour will evaluate. Only when the 1st condition is not met, the system will move on to the next condition.

7. Once you have configured your conditions, you can click on the “Update Field Settings” button followed by the “Save & Exit” button.

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4. Condition and Qualifier guide

4.1 Metadata fields

Condition	Qualifier	Values (if applicable)	How the behaviour will evaluate
Owner	is any of	Specific users	True when the Owner matches any selected user you added in the Values field.
Owner	is part of	Specific groups	True when the Owner belongs to any selected group.
Owner	is empty	—	True when the Owner field has no user assigned.
Owner	is filled	—	True when the Owner field has a user assigned.
Due Date	is empty	—	True when the Due Date field has no value.
Due Date	is filled	—	True when a Due Date is present.
Due Date	is overdue	—	True when Due Date is past the current date/time.
Status	is any of	Status category (COMPLETED, PENDING)	True when the record’s Status matches any selected status.
Status	is none of	Status category	True when the record’s Status matches none of the selected statuses.
User (Current user)	is any of	Specific users	True when the logged-in user matches any selected user.
User (Current user)	is of role	Admin, External User, Org Member, Read Only, Vendor	True when the logged-in user’s role matches any chosen role.
User (Current user)	is not of role	Admin, External User, Org Member, Read Only, Vendor	True when the logged-in user’s role matches none of the chosen roles.
User (Current user)	is part of	Your org Groups	True when the logged-in user belongs to any selected group.
User (Current user)	is creator	—	True when the logged-in user is the record creator.
User (Current user)	is owner	—	True when the logged-in user is the record owner.

4.2 Checklist fields

Condition	Qualifier	Values (If Applicable)	How It Evaluates
Approval Field	is empty	—	True when no approval response exists.
Approval Field	is approved	—	True when the approval state is Approved.
Linked Record Field	is any of	List of records of the linked process	True when the Linked Record checklist field contains any selected record.
Linked Record Field	is none of	List of records of the linked process	True when the Linked Record checklist field contains none of the selected records.
Linked Record Field	is filled	—	True when the Linked Record checklist field is attached in the record.
Linked Record Field	is empty	—	True when the Linked Record checklist field is empty in the record.
Number Field	is greater than	Numeric value	True when the field value is > given number.
Number Field	is less than	Numeric value	True when the field value is < given number.
Number Field	is equal to	Numeric value	True when field value exactly matches the given number.
Number Field	is filled	—	True when a numeric value is present.
Number Field	is empty	—	True when the number field has no value.
Picklist Field	is any of	Picklist options of the current process	True when selected picklist value is one of the chosen options.
Picklist Field	is none of	Picklist options of the current process	True when the picklist value matches none of the selected options.
Picklist Field	is filled	—	True when a picklist selection exists.
Picklist Field	is empty	—	True when no picklist option is selected.
User Field	is filled	—	True when User field has a user selected.
User Field	is empty	—	True when User field has no selected user.
User Field	is current user	—	True when the selected user matches the logged-in user.
User Field	is any of	Specific users	True when the selected user is in the specified list.
User Field	is none of	Specific users	True when the selected user is not in the specified list.
File Upload Form Text Rich Text Date	is filled	—	True when the field contains data (file uploaded, text entered, date selected, etc.).
File Upload Form Text Rich Text Date	is empty	—	True when the field contains no data.

5. Logic guide for condition pairings

Default state	Before condition is met	When condition is met (Behavior)	Avoid
Show until condition met	AI checklist field is shown.	Apply selected Behavior: a. Hide field b. Disable/Lock field	Show field (no visible change as the Default state and behaviour is same.)
Hidden until condition met	AI checklist field is hidden	Apply selected Behavior: a. Show field b. Disable/Lock field	Hide field (redundant as the Default state and behaviour is same)
Disable until condition met	AI checklist field is disabled/locked	Apply selected Behavior: a. Show field b. Hide field	Disable/Lock field (redundant)

Step 4: Save & publish

Click Update Field Settings to persist the configuration and Save & Exit to publish the process.

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6. User journey

Once you have configured the AI checklist field, here’s what end users can do with the same:

1. User opens a record with the configured AI field.

2. User provides context in Input fields (including uploading files if File Upload is an input).

3. Once the input field has the needed information, users can click on the AI field button to generate AI suggestions and fill the checklist fields.

4. When auto-fill is off: AI presents suggestions in the record conversation; the user selects rows and clicks Add to Checklist to fill the selected values in the necessary checklist fields.

5. When auto-fill is on: AI writes values directly to the checklist; the Add to Checklist action does not appear for those entries.

6. Re-running AI on the same field overwrites the prior value and logs a new conversation entry.

Note: The AI checklist field will appear to the end user according to the Default state selected by the admin. It will behave as one of the following: Show, Hide, or Disable until the qualifier defined in the condition is met. Once the qualifier evaluates as true, the condition is considered satisfied, and the field immediately switches to the behavior set in the Conditions panel.

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7. What AI can fill (by checklist type)

Checklist field type	What AI does	Notes / Limits
Text / Rich Text	Based on the input field, fills the required information in these field.	—
Number	Fills numeric values.	—
Date	Fills dates parsed from context.	—
Picklist	Selects an option when the prompt specifies the exact picklist options.	Requires explicit option names in the prompt.
Linked Record	Can fill embedded fields of linked record when explicitly instructed in the prompt.	When Auto-fill is enabled, linked-record generation for output fields is disabled.

8. Roles and permissions

Role	What you can do with AI
Admin	Add and configure AI field settings, configure AI conditions, set AI field prompts and layouts.
Org Member	Run AI, review suggestions, add to the checklist, and edit results where permitted. Cannot change configuration.
External User	Use or view AI outputs if shared/allowed by Admin. Cannot configure AI.

9. Feature Limitations

1. Certain checklist fields cannot be used as output fields in the AI checklist settings. This means that the AI field won’t be able to provide suggestions and fill these field types. These include Approval, File Upload, Form, PDF, Revision, User, Sections, and Subsection.

2. Certain fields like Approval, Form, PDF, Revision, User, Sections, and Subsection cannot be used as input fields as the AI won’t be able to parse these fields.

3. The AI checklist field supports only three behavior categories - Show until condition met, Hidden until condition met, and Disable until condition met. The Default state “Mandatory until condition met” is not available for the AI checklist field.

4. Specific field types are excluded from being used in the Condition selector when configuring AI conditions. The following field types cannot be selected as inputs for conditional evaluation:

   • AI Field

   • PDF Field

   • Approval Field

   • Revision Field

   • Section

   • Subsection

5. When Auto-fill is enabled in the AI checklist settings, linked-record generation for output fields is disabled.

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