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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 this week

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 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.

  • Group - this process will be added to a new group called AI Processes.

  • 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’.

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