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Let SmartFlow (AI) Identify Potential Processes from a New or Existing Uploaded Managed Document

Use SmartFlow (AI) to analyse an uploaded managed document and automatically identify potential processes to associate with it

Hylet Pistorius avatar
Written by Hylet Pistorius
Updated this week

This feature is available only when the 'Allow AI Generation' permission is enabled for the company. If not enabled, the generate icon (magic wand ) is disabled and shows the tooltip: ‘Generate Suggestions – AI disabled’. This applies to both uploaded and linked documents.

This process suggestion feature only applies to uploaded documents and is available to administrators and stakeholders.

Quick Steps to Create Suggestions from a Managed Document

  1. Open a managed document by either:

    1. Uploading a managed document by following these steps OR

    2. Opening an existing managed document

  2. The Associations tab will be open in the right-hand diagram content menu. At the top, 'Suggestions' will appear with the 'Generate Suggestions' icon next to it, which looks like a magic wand

  3. Select the generate suggestions icon

  4. Suggested process titles will appear, with a subtitle indicating if similar processes already exist. Next to the suggested process, the associate and delete icons will appear

  5. To delete the process suggestion, select the delete icon

  6. To associate a suggested process to your managed document, select the associate icon . The 'Associate Suggestions' card will popup. This card has two tabs, Associate and Create:

    1. Associate tab: Select a process from the drop down to associate an existing process with your managed document. Select the green 'Associate existing process' button. If there are no similar existing processes, the drop-down will be empty

    2. Create tab: To create a new process based on the suggestion from AI, select the green 'Create new process' button. Select the group in which to place the newly created process. Select 'Create new process'

  7. The new associated processes will appear under processes

  8. To view/ edit the associated process, select the process. It will open in a new tab

  9. To change an associated process to another, select the edit icon

  10. To delete the process association, select the delete icon

Short Video Demonstrating Creation and Association of Suggested Process

Short Video Demonstrating Associating a Suggested Existing Process

Take Note:

  • Several company level SmartFlow rules can be set by administrators

  • Several file types, like docx, pdf and text files can be uploaded

  • When there are no suggestions, ‘No data available in table’ will appear

  • If the request to generate suggestions is taking longer than 20 seconds, a blue note will appear ‘This request is taking longer than usual. Feel free to continue using ProcessPro in the meantime’

  • Each request will generate one suggestion

  • To generate a process from the suggestions, the user will require 'add processes' permission

  • 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.

  • When this message appears, it means the AI could not identify at least three activities, which may indicate that the process is not sufficiently defined: 'Failed to identify at least three activities within this document. Please try again, or review the content and upload a readable file’

  • When this message appears, it means the AI could not identify a process: 'No suggestions found'

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