Unifize AI

Introduction

Unifize AI allows you to automate how you fill checklist fields using AI-powered suggestions. Whether you're handling complaints, investigations, supplier approvals, or audits, AI helps convert unstructured information like descriptions, conversations, or documents into structured checklist data with just a few clicks.

This saves time, reduces manual errors, and ensures consistency in how data is captured and reported.

Feature capabilities

• AI is available as a checklist field inside a record that admins configure for specific processes.

• AI reads data from input fields within the same checklist and generates suggestions for other checklist fields.

• You can use AI to generate values for fields like product details, reasons, corrective actions, and root cause analysis.

• AI suggestions are shown in the Conversation panel in a structured table format for easy review.

• You can accept and directly add AI-generated suggestions to your Checklist fields with the click of a button.

How to use Unifize AI

Step 1: Open a record with the AI field configured

• Navigate to My Inbox or any process record where the checklist includes an AI field.

• Open the record where you want AI assistance.

Step 2: Enter input data

• Fill out the input fields required for AI to work.

• This might include text fields where you can add complete information you have or it could involve uploading a document to the File Upload field. Your input fields will be based on the configuration done for your organization.

• Your admin configures which fields act as input for AI.

Step 3: Run AI to generate suggestions

• Locate the AI checklist field with a button labeled like “Generate AI Suggestions”. The button name can vary based on configuration.

• Click the button for the AI to read the input and generate suggestions for the output fields.

Step 4: Review suggestions

• AI displays suggestions in a structured table inside the Conversation panel.

• Review the rows carefully.

• Select the rows that are accurate and click on the “Add to checklist” button.

Step 5: Edit if needed

• You can edit or update AI-filled fields directly in the checklist.

• If something is missing, update the input and click the AI button again to generate fresh suggestions.

Step 6: continue your process

• Once the checklist is populated, continue with the rest of the process:

  • Assign dispositions.

  • Start root cause analysis (AI may assist here if configured).

  • Add corrective actions.

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., “In the Linked Record field, 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 chosen 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

Where is the AI suggestions data stored

• AI-generated suggestions are stored in the Conversation panel of the record for traceability.

• Once added, the AI-filled checklist fields are saved just like any manual data entry.

• Unifize maintains full data integrity, which means the AI cannot change anything without your explicit review and approval.

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Roles and permissions

Role	What you can do with AI
Admin	Configure AI for processes, manage prompts, set input/output fields, control visibility with conditions.
Org Member	Use AI checklist fields, trigger AI suggestions, review/edit/accept AI-generated outputs. Cannot change AI configurations.
External User	Can use AI if allowed by Admin, can view AI outputs if shared. Cannot configure AI or change AI-generated data.

Feature limitations

Unifize AI 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

Best practices

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

• Provide clear, complete input, whether it’s text descriptions or uploaded documents. Your input data should have all the information required to fill the output data to get the most accurate AI suggestions.

• For linked records and picklists, prompts must be specific (e.g., “Link to Customer Complaint process” or “Choose ‘Incorrect Labeling’ in Reason”).