AI checklist
Feature ID: FU-1084
Document Version: 2.0
Date: 24-10-2025
Introduction
AI Checklist is a checklist field that converts specific inputs on a record, such as text fields, form entries, and file uploads, 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 run the AI action from the field; the resulting suggestions and any written values are logged in the record conversation for audit. Depending on configuration, values can be presented for review before adding to the checklist or written directly. The feature supports standard checklist field types (text, number, date, picklist; linked record subject to configuration).
Feature capabilities
AI is available as a field type in Process Builder and can read from configured Input fields to populate configured Output fields.
Prompt defines the behavior and extraction rules.
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.
When Auto-fill is enabled, linked-record generation for output fields is disabled.
AI suggestions and filled entries are logged in the record conversation; multiple fields can be written independently and will appear in chronological order.
A Fill all AI suggestions action is available when auto-fill is off to apply all available suggestions in one step.
Admin Journey
Here’s how you can configure AI checklist field as an admin
Step 1: Add AI field to a checklist
Open Manage View → Go to specific process for which you want to configure AI checklist → Checklist → Add fields → AI. Name the field and save.
Step 2: Configure AI field settings
Define how the field behaves:
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).
Notes
Clarifying hint next to Auto-fill.
“Enabling this will disable linked record generation in output fields.”
Step 3: Conditions (optional)
Control when the AI field is visible and usable:
Show until condition met – keep AI field visible until a condition is satisfied.
Hidden until condition met – show AI field only after prerequisites are satisfied.
Disable until condition met – keep AI field disabled until prerequisites are met.
Additional options: choose Condition field, Qualifier (equals/contains/is filled), combine with AND, and Mandatory if not hidden.
Step 4: Save & publish
Click Update Field Settings to persist configuration and Save & Exit to publish the process.
User journey
Once you have configure the AI checklist field, here’s what end users can do with the same:
User opens a record with the configured AI field.
User provides context in Input fields (including uploading files if File Upload is an input).
User runs the AI action from the AI field.
When auto-fill is off: AI presents suggestions in the record conversation; user selects rows and clicks Add to Checklist (or Fill all AI suggestions) to write values.
When auto-fill is on: AI writes values directly to the checklist; the Add to Checklist action does not appear for those entries.
Re-running AI on the same field overwrites the prior value and logs a new conversation entry.
Filled values appear after refresh.
What AI can fill (by checklist type)
Text / Rich Text
Generates narratives (root cause, corrective action, summaries).
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Number
Fills numeric values.
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Date
Fills dates parsed from context.
—
Picklist
Selects an option when the prompt specifies the exact label.
Requires explicit option names in the prompt.
Linked Record
Can create a linked record when explicitly instructed in the prompt.
When Auto-fill is enabled, linked-record generation for output fields is disabled.
File Upload
Reads documents from a File Upload input field and fills outputs from those contents.
Not used as an output field type.
Best practices
Use explicit prompts and reference exact field labels and picklist option names to avoid ambiguity.
Choose reliable Input fields; avoid vague or incomplete sources.
Do not mix a field as both Input and Output.
Keep Auto-fill for deterministic, low-risk fields; prefer review (suggestions + Add) where judgement is needed.
Ensure field validations (required, format/range, vocabulary) are configured to block incorrect writes.
Communicate that re-triggering AI overwrites the current value and creates a new entry in conversation; verify entries in order.
After an auto-fill run, refresh to view the written values.
Roles and permissions
Admin
Configure prompts, set input/output fields, conditions, and auto-fill behavior.
Org Member
Run AI, review suggestions, add to checklist, and edit results where permitted. Cannot change configuration.
External User
Use or view AI outputs if shared/allowed by Admin. Cannot configure AI.
Feature limitations
AI checklist targets structured checklist fields. The following are not supported as outputs:
Approval, Revision, Section/Subsection, PDF, Forms (row-based), Child/Parent Conversation, User assignment.
When the AI field is set to auto-fill, AI writes only within the current record; linked-record generation from output fields is disabled for that AI field while auto-fill remains on.
Values written by auto-fill display after a refresh.
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