Unifize AI

Introduction

Unifize now supports an AI checklist field that generates structured data from context. This allows admins to embed AI-powered automation directly within checklists. With AI fields, teams can generate structured checklist data via unstructured data and emails with documents.

This capability allows organizations to reduce manual data entry, standardize process narratives, and optimize 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 their specific AI works via the input and output fields to target checklist fields.

  • To control the behaviour of your AI, Prompts can be configured via the settings of the AI Checklist field.

  • AI generates structured data such as product details, dates, reasons, root causes, and corrective actions.

  • AI output is editable by users before being saved, ensuring compliance and accuracy.

  • Unifize AI can parse documents and attachments in emails and fill Checklist fields based on the same.

  • AI suggestions are logged in the conversation window of every record to maintain traceability.

How Unifize AI works

Step 1: Add AI field to Checklist

  • To get started, Admin opens Manage View section for a process.

  • Add a new field type called “AI” via the “Add Fields” section in the checklist and give a name to your field.

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. This button will be visible to the end users

E.g., “Generate AI Suggestions” for clarity to users

AI Prompt

The AI prompt field can be used to give instruction to guide the behavior of your AI field.

Tailor prompts for root cause analysis, summaries, etc.

Input Fields

Selects one or more input fields from which the AI reads context to fill the checklist fields.

Use fields like "Description", "Incident Summary"

Output Fields

Selects one or more output fields that the AI fills.

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.

2. User journey- Using AI in a record

  • A user opens a record that has the configured AI checklist field.

  • Add information in the input Checklist field that is required for the AI to take information and fill the rest of the fields. The input field can also be a File Upload Checklist field wherein a user can just upload a document for the AI to parse and fill rest of the Checklist field.

  • Once the input field is filled, the user can move to the AI Checklist field and click the button to trigger AI suggestions.

  • The AI will read from the input fields and generates outputs for the required fields and present the suggestions in a structured tabular format in the conversation window of the record.

  • A user can navigate through the list of suggestions and select all the rows that seems correct to them and click on the “Add to Checklist” button. Upon doing so, the system will automatically fill the Checklist fields with the information.

  • Users can review, edit, or accept the suggestions before saving them. If required, new information can also be added in the input field and with the help of AI, suggestion can be generated again.


What Unifize AI can help you with for different Checklist fields

Checklist field type

What AI can do

What AI cannot do

Text / Rich Text

Populate with generated summaries, descriptions, narratives like root cause or corrective actions.

Number

Fill in numeric values like quantities, counts, or measures.

Date

Populate specific dates (e.g., date of report, incident date).

Picklist

Select a specific picklist option if explicitly mentioned in the AI prompt.

-Cannot dynamically interpret or choose the right option from indexed options. -Requires exact instruction and name of the Checklist field (e.g., “Select ‘Product Defect’ for the Picklist field”).

Linked Record

Create a new linked record to a specified process if clearly stated in the prompt (e.g., “Link to Customer Complaint”).

-Cannot read embedded fields within the linked record. -Cannot suggest relationships based on existing linked data.

File Upload

Can parse through documents added in the File Upload Checklist field and fill Checklist data based on the document. -Can be used as an input field for AI

-Cannot create or upload files. --Won’t work if this Checklist field option is chosen as an output field for AI

Best practices

  • Be specific with prompts: Clearly define what AI should do in the prompt. For example, instead of saying “Fill details,” write “Extract Product Name from the description and populate the Product Name field.”

  • Use precise language for picklists and linked records:

    • For picklists, mention the exact option AI should select (e.g., “Select 'Product Defect' in Reason.”).

    • For linked records, specify the exact process name (e.g., “Link to the Customer Complaint process.”).

  • Define clear input fields: Choose fields that reliably contain the context AI needs. Avoid vague or incomplete input sources.

  • Do not mix input and output fields: A field can either be an input or an output but not both. This avoids conflicts and confusion in AI behavior.

  • Audit AI regularly: Review how AI is being used in records. If inaccuracies are noticed, refine the prompts or adjust the input/output field mappings.

  • Always review AI suggestions before adding them to the checklist.

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

PDF

AI cannot directly generate or populate PDF fields

Forms

AI does not yet generate row-based form data

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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