AI Checklist
Feature ID: FU-1084
Document Version: 3.0
Date: 03-12-2025
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.
Feature capabilities
AI is available as a checklist field that your admin configures for specific processes.
AI reads from configured input fields on the same record and produces suggestions for configured output fields.
AI Suggestions appear in the Conversation panel in a structured table for review.
If your admin has enabled auto-fill for the AI field, AI writes values directly to the checklist for that field, and the “Add to Checklist” button is not shown for those AI entries.
If auto-fill is off, you review suggestions and add them to the checklist individually for some fields, or fill all the fields at once.
When auto-fill is on, linked-record generation from AI output fields is disabled.
How to use the AI Checklist
Step 1: Open a record with the AI field configured
Go to My Inbox or any process record that includes an AI field in the checklist. Open the record you want to work on.
Step 2: Enter input data
Fill the input fields that your organization has configured for the AI field to take information from. This can be either a Text field, a Date field, a Number field File Upload a Linked Record field, or a Picklist field.
Step 3: Run AI to generate results
Click the AI field’s action button (label varies by configuration) to have AI read inputs and prepare outputs for the configured fields.
Step 4: Apply results (two patterns)
Based on your admin configuration, there are two ways you can fill the AI suggestions:
A) Review first (auto-fill off)
Review the suggestions shown in the Conversation panel.
Add results to the checklist by selecting rows and clicking Add to Checklist, or use Fill all AI suggestions to apply all at once.
B) Write directly (auto-fill on)
AI writes values directly to the checklist for that field; the Add to Checklist action is not shown for those AI entries.
Refresh the record to view the updated checklist values.
Step 5: Edit if needed
You can edit AI-filled fields directly in the checklist. If information changes, update the inputs and run the AI action again to refresh results.
Step 7: AI conditions
It’s important to note that the AI checklist field will appear to the end user according to the Default state selected by the admin. The AI checklist field may either be hidden or Disabled until the qualifier defined in the condition by your admin 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.
What Unifize AI can help you with for different Checklist fields
Text / Rich Text
Based on the input field, fills the required information in these field.
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Number
Fills numeric values.
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Date
Fills dates parsed from context.
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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.
Where the AI suggestions data is stored
AI-generated suggestions and resulting entries are stored in the Conversation panel of the record for traceability. After you add (or the system writes) values to the checklist, they are saved like any other checklist data.
Roles and permissions
Admin
Add and configure AI field settings, configure AI conditions, set AI field prompts and layouts.
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.
Best practices
Review suggestions before adding them (when auto-fill is off).
Prepare clear, complete inputs (and upload relevant files) so AI can map to correct outputs.
Use exact option labels for picklists and Linked Record fields for the AI to provide proper suggestions.
Re-running AI on the same field overwrites the current value; check the Conversation history and verify the latest entry.
Feature Limitations
The AI checklist field won’t be able to provide suggestions and fill certain field types. These include Approval, File Upload, Form, PDF, Revision, User, Sections, and Subsection.
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.
When Auto-fill is enabled in the AI checklist settings, linked-record generation for output fields is disabled.
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