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Create a Process using SmartFlow (AI) by Uploading a Document

Let AI create a process for you from almost any type of document that you upload

Hylet Pistorius avatar
Written by Hylet Pistorius
Updated in the last hour

There's Two Ways to Create a Process using SmartFlow (AI)

  1. First method: Let SmartFlow create a process for you from almost any type of document that you upload

  2. Second method: Let SmartFlow create a process for you from a prompt

First method: Let SmartFlow create a process for you from almost any type of document that you upload

  • From the Processes page, select the green Add button

  • A dropdown will appear, displaying three options:

    • Add Process: This is to manually add a process

    • Add Process - SmartFlow (AI): This method is described below. Select this option

    • Add Process - Import: Let ProcessPro create a process for you from your imported document

  • Select Browse and select the file to upload

  • Select the Group to which this process will be added

  • Select the green Add Process button

  • The system will create the process and it will open up in the same screen. This may take a while

  • Check the process and edit as desired

This feature will generate and create a full process from an uploaded document. The following information is returned in the created process:

  • Title

  • Objectives

  • Activities - activity type will default to user.

  • Tasks

  • Trigger - these will be generic and not attached to any activities.

  • Inputs - these will be generic and not attached to any activities.

  • Outputs - these will be generic and not attached to any activities.

  • Notes - notes will default to question type. Notes will be added to the company if it does not already exist.

  • A new group, AI Processes, will automatically be created in the company.

  • Glossary terms - glossary terms are not always created or used. Duplicates occur unless both the term and description match exactly.

  • Roles – role creation is dependent on the user’s permission:

    • Administrator - the owner as well as activities will be allocated to roles. The roles will be created if they don't exist.

    • User with add roles permission - the owner as well as activities will be allocated to roles. The roles will be created if they don't exist.

    • User without add roles permission - activities will always be allocated to 'unassigned'.

    • If the role does not exist in the company, the dropdown will display no owner selected OR

    • If the role does exist in the company AND the AI suggests the same role, then this role will be allocated as the owner.

    • If no owner is returned by the AI, the owner will be assigned to the role of the first activity by default.

  • Author - will be the user who creates the process.

Note:

  • Should the process creation fail, try the upload again.

  • Sub-processes and attachments are not currently created.

  • Change logs are created for the process, activities, tasks, notes and roles. 'Updated on' and 'updated by' are recorded for notes and glossary terms.

  • If the document contains minimal content (e.g., a short list in a text file) and the AI cannot identify a process, it returns an empty object. A warning displays: ‘Failed to extract process from document’.

  • ProcessPro makes use of OpenAI for our SmartFlow and AI features within the system. If OpenAI is experiencing issues, our features will be affected. If you receive an error or experience issues when using any of our SmartFlow or AI features, please follow this link to check the status of OpenAI.

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