Creating Workflow Templates Using AI

If you know what a process should cover but have not written it down, the AI generator will draft the workflow for you. You get a full set of sections and steps to edit, which is a much faster start than an empty page.

Generate a workflow

  1. On the Workflows page, click Workflow to start a new one.
  2. Choose Generate with AI.
  3. Give the workflow a title and pick the department it belongs to.
  4. Fill in Hint for AI, described below. It is optional but it is the part that decides whether the draft is any good.
  5. Click Continue. Generation runs in the background and the editor opens with the drafted steps.

Writing a useful hint

The title alone gives the AI very little. If your account has an industry set, that is added automatically, but the hint is where you say what makes your version of this process different.

Things worth putting in it:

  • Who does the work, and where a hand-off between people happens.
  • Any step that exists for a regulator, an auditor or a customer commitment.
  • The tools involved, so the steps name the systems people actually open.
  • Roughly how long the process takes, and how often it runs.
  • Anything that must happen before something else.

A hint of two or three sentences produces a noticeably better draft than none. "New client onboarding for a small accounting practice, from signed engagement letter to first month closed, including AML checks and setting them up in Xero" gives the AI far more to work with than the title "Client Onboarding".

Treat the result as a draft

What comes back is a structure, not a finished workflow. Expect to:

  • Cut what does not apply. Generated workflows tend to be generous with steps.
  • Add what only you know, the internal system names, the person who has to be told, the thing that always goes wrong.
  • Add the configuration, since the draft gives you titles and structure rather than assignments, due dates, data collection or conditional logic. See Getting Started with Workflow Editing.

Read it as though a new colleague wrote it from a job description: broadly right in shape, wrong in the details that matter to you.

Adding AI steps to a workflow you already have

You do not have to generate a whole workflow to use the AI. Inside the editor you can ask it to suggest steps for one section, taking the workflow title and the existing steps into account. See Adding Workflow Steps Using AI.

If the option is greyed out

AI features are an account setting. If Generate with AI is unavailable, AI is switched off for your account, and an account admin can turn it on.

Other ways to start a workflow

  • Enter Steps Manually, for a process you can type out.
  • Import a Workflow, if the steps already exist as a list. See Importing Workflows.
  • Search our Templates, for a ready-made workflow to copy.

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