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Filling Checklist metadata with AI

Filling Checklist metadata with AI allows teams to automate the process of capturing and entering structured data into checklists. Instead of manually reading through documents to fill out checklist fields, Unifize AI can extract the relevant information from documents and pre-fills the data directly into the record. This capability reduces manual effort, minimizes errors, and accelerates process execution.

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How it works

AI reads unstructured data from emails and documents attached. It then intelligently populates the required checklist fields, like product details, reasons for issues, quantities, corrective actions, or root cause analysis, based on the content provided.

This feature enables teams to move faster from data capture to decision-making, ensuring accurate and compliant record-keeping throughout quality, compliance, and operational processes.

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Process steps

  • Step 1: For Unifize AI to parse the documents in your emails, you can start by opening an existing record or create a new record via the manage view section by clicking on the "New Process Template" button. For this feature to work, your process should have a File upload checklist field added, so the AI can automatically read your document via the Checklist field.

  • Step 2: As next step, you have to send whichever email with documents that you want your AI to parse and fill the Checklist fields with. For this, you can get the email IDs from two places. You can either directly open a record and go to the "More" section on the record header. From there, click on the "Forward mail here" option. This will send your email to the same record. However, if you want to create a new record for the email that you send, you can go to the manage view section and open the record "Advanced Process Settings". Then, scroll to the end of the page and copy the email ID that is added at the end of the page next to “Email sent here will start a new instance” section.

  • Step 3: Once you copy this email ID, you an either create a new email with one or multiple documents you want the AI to parse or directly forward any email with attached documents to the email ID as mentioned above. Upon doing so, the system will automatically create a new record and take the document that was attached in the email in the File Upload checklist field.

  • Step 4: The AI will parse your document and give suggestions for your checklist fields in form of a structured table in the conversation window of the record.

  • Step 5: You can click on the fields that seem correct to you and click on the "Add to Checklist" button and the AI will automatically fill all the required fields.

  • Step 6: Once the checklist is filled, users can assign dispositions, initiate investigations, or start root cause analysis directly from the same record. Based on the identified root cause, the AI will propose corrective actions.

  • For fields like How it will work on linked field- not on embedded- customer name, specifically., picklist- exact option

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Best practices

  • Forward detailed and clear emails or attach comprehensive documents for the most accurate AI results.

  • Pair AI-driven checklist filling with Configurable AI Prompts for highly tailored outputs.

  • Review AI suggestions thoroughly before finalizing, especially for compliance-critical processes.

  • Use AI consistently in complaint handling, CAPAs, audits, or supplier quality processes to reduce cycle time.

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