What is AI Workflow Generation?
AI workflow generation analyzes your existing process guides (SOPs, playbooks, procedures) and automatically creates structured workflow templates with tasks, dependencies, and assignments. Instead of manually creating 20+ tasks for a complex process, you can upload your guide and let AI do the heavy lifting.Benefits
Save Time
Turn a 2-hour template creation process into a 10-minute review session
Maintain Consistency
AI follows your existing documentation exactly, ensuring workflows match your SOPs
Reduce Errors
Eliminate mistakes from manual task entry and dependency setup
Easy Updates
When guides change, regenerate workflows to stay current
How to Generate a Workflow from a Guide
1
Navigate to Workflow Templates
Go to Settings > Workflow Templates in the main navigation.
2
Click 'Generate from Guide'
Click the Generate from Guide button in the top right corner.
3
Select Your Process Guide
Choose the guide you want to convert into a workflow. You can:
- Select from existing guides in your library
- Upload a new document (PDF, Word, or text file)
4
Configure Generation Settings
Set preferences for how AI should interpret your guide:
- Task Granularity: How detailed should tasks be? (High detail vs. summary steps)
- Auto-assign Roles: Should AI assign tasks to roles based on context?
- Detect Dependencies: Should AI automatically create task dependencies?
For your first time, use the default settings. You can always regenerate with different settings.
5
Review AI-Generated Preview
AI shows you a preview of the generated workflow:
- Number of tasks created
- Task titles and descriptions
- Suggested dependencies
- Recommended role assignments
6
Edit Generated Tasks
Review and modify the AI-generated tasks:
- Click any task to edit its details
- Add or remove tasks
- Adjust dependencies
- Change assignments
- Reorder tasks
7
Name and Save Template
Give your workflow template a clear, descriptive name:
- Good: “Employee Onboarding - Full Process”
- Bad: “Workflow 1” or “Onboarding”
8
Test the Workflow
Create a test instance from your new template to verify:
- All tasks are present
- Dependencies work correctly
- Assignments make sense
- Task descriptions are clear
Reviewing AI-Generated Tasks
When reviewing the AI output, pay special attention to:Task Completeness
Are all steps from your guide included?
Are all steps from your guide included?
- Compare the generated task list to your original guide
- Look for any skipped or combined steps
- Ensure critical tasks weren’t omitted
Task Clarity
Are task descriptions clear and actionable?
Are task descriptions clear and actionable?
- Each task should have a clear action verb (e.g., “Send”, “Review”, “Create”)
- Descriptions should include enough context to complete the task
- Remove any vague or ambiguous language
Dependencies
Do task dependencies make logical sense?
Do task dependencies make logical sense?
- Can a task truly start when its dependencies say it can?
- Are there circular dependencies (Task A depends on Task B, which depends on Task A)?
- Are independent tasks marked as dependent?
Assignments
Are tasks assigned to the right roles?
Are tasks assigned to the right roles?
- Does the assigned role have the skills to complete the task?
- Are tasks evenly distributed, or is one role overloaded?
- Should some tasks be assigned to specific people instead of roles?
Editing Generated Workflows
After generation, you can edit any aspect of the workflow:Add Tasks
Click Add Task to insert steps AI might have missed
Modify Tasks
Click any task to edit title, description, assignment, or dependencies
Reorder Tasks
Drag and drop tasks to change their order in the workflow
Delete Tasks
Remove unnecessary or duplicate tasks AI created
Saving as a Template
Once you’re satisfied with the workflow:- Click Save as Template
- Enter a descriptive template name
- Add tags or categories to help organize it
- Set template visibility (who can use this template)
- Click Save
Best Practices
Start with Well-Written Guides
Start with Well-Written Guides
AI quality depends on your input quality. Use guides that are:
- Clear and well-organized
- Written in step-by-step format
- Include role information where relevant
- Specify dependencies or order explicitly
Review Before Deploying
Review Before Deploying
Never deploy an AI-generated workflow without human review. Always:
- Test with a sample instance
- Have a subject matter expert review it
- Get feedback from people who will use it
Iterate and Improve
Iterate and Improve
Your first AI-generated workflow might not be perfect:
- Use it in a real scenario
- Collect feedback from users
- Regenerate or manually update based on learnings
Keep Guides Updated
Keep Guides Updated
When you update your process guides:
- Regenerate the workflow template
- Compare new vs. old versions
- Update the template or create a new version
Common Issues and Solutions
AI Created Too Many Tasks
AI Created Too Many Tasks
Solution: Regenerate with “Task Granularity” set to lower detail, or manually combine related tasks after generation.
AI Missed Important Steps
AI Missed Important Steps
Solution: Your guide might not have those steps written clearly. Manually add the missing tasks or improve your guide and regenerate.
Dependencies Are Wrong
Dependencies Are Wrong
Solution: This is common. Manually review and adjust all dependencies. AI struggles with complex multi-path dependencies.
Assignments Don't Match Our Org
Assignments Don't Match Our Org
Solution: AI assigns based on generic roles. Update assignments to match your specific organizational structure.
What AI Can and Cannot Do
AI Can:
- Extract sequential steps from written procedures
- Identify common role assignments (e.g., “HR Manager”, “Operations”)
- Detect obvious dependencies (e.g., “After step 3, complete step 4”)
- Create task descriptions from guide content
- Suggest reasonable task order
AI Cannot:
- Know your specific organizational structure
- Understand unstated dependencies or tribal knowledge
- Guarantee perfect task granularity for your needs
- Account for exceptions or edge cases not in the guide
- Validate that the guide itself is correct