AI Checklist
Feature ID: FU-1084
Document Version: 2.0
Date: 24-10-2025
Introduction
The AI checklist helps you fill checklist fields using AI-generated suggestions. It converts inputs on the record, such as descriptions, form entries, and uploaded documents, into structured checklist data with minimal clicks. This reduces manual errors and keeps how data is captured and reported consistent across records.
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.
You can populate fields like product details, reasons, corrective actions, and root cause analysis using 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 action is not shown for those AI entries.
If auto-fill is off, you review suggestions and add them to the checklist individually, or you can fill them all at once.
When auto-fill is on, linked-record generation from AI output fields is disabled by design; AI writes only within the current record.
Filled values from an auto-fill run are visible after a refresh.
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 your organization uses for AI (text, numbers, picklists, etc.) and upload any relevant files to the File Upload field if applicable. Your admin defines which fields AI reads as input.
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)
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 6: Continue your process
Proceed with downstream steps (e.g., assignments, investigations, corrective actions) using the updated checklist data.
What Unifize AI can help you with for different Checklist fields
Text / Rich Text
Generate structured text (summaries, root cause, corrective actions).
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Number
Fill numeric values (quantities, counts, measures).
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Date
Extract and fill specific dates.
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Picklist
Select an option when inputs/prompts reference exact, valid labels.
Cannot infer the “right” option if labels aren’t explicit. Use exact option names.
Linked Record
Can fill embedded fields of linked record when explicitly instructed in the prompt.
When auto-fill is on, linked-record generation from AI output fields is disabled.
File Upload (as input)
Parse uploaded documents as context for filling outputs.
Not used as an output target.
Where the AI suggestions data is stored
AI-generated suggestions and resulting entries are stored in the record's chatroom 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
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.
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 to ensure valid selections.
Re-running AI on the same field overwrites the current value; check the Conversation history and verify the latest entry.
If your workflow needs linked records, confirm with your admin whether auto-fill is enabled for that AI field.
After running auto-fill, refresh the record to confirm the written values.
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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