Use AI in your workflow to extract, validate, or analyze data

• Add a form task where users can upload documents.
• Include file attachment fields for documents to be processed.
• Add any other input fields needed for the workflow.

• Create forms with fields that will hold the AI-extracted data.
• For example, if extracting invoice information, include fields such as:
  • Invoice Number
  • Due Date
  • Customer Name
  • Payment Terms
  • Total Amount

• Connect your tasks in the desired sequence.
• Plan where the AI Data Extraction task will fit in your process flow.

Add the task to your process

• In the process designer, add a new AI Data Extraction task to your workflow.

Configure AI settings

• Right-click on the AI Data Extraction task > Configuration > Configure Task to open configuration.
• In the Settings tab, under AI Settings:
  • Select the AI Connection created in common AI configurations (required to save the task).
  • The selected provider and model are displayed.
  • If a connection is flagged as using a deprecated model, update it in AI Sources before finalizing task configuration.
  • Workflow may display a warning if the selected model is less reliable for this task type.

Create the prompt with prefills

Set the prompt. This instruction tells the AI what to extract and is essential for accurate results.

• Enter a prompt describing the information needed.
• Specify the exact fields expected in the response, and describe each field for better results.

Adding document references To reference uploaded documents from previous tasks, use prefills:

• Click Add prefills to Prompt.

• Select the task and field containing the uploaded document.

• The picker inserts the correct reference token into your prompt automatically. Don’t type prefill tokens manually — they contain unique internal identifiers for each task and field.

  An example prompt might be:

  Extract the following from the attached invoice:
  1. Title — The title or subject line of the invoice.
  2. Customer Name — The name of the billed customer or company.
  3. Summary — A 1–2 paragraph overview of the items or services invoiced.
  4. Invoice Number — The unique identifier assigned to this invoice.
  
  Document to process:
  <inserted via Add prefills to Prompt>

Configure advanced settings (optional)

Fine-tune AI behavior such as temperature, token limits, and stop sequences. See the advanced AI settings guide for details.

• Retry on Error — Enable this to automatically retry processing when the AI provider returns an error (such as a timeout or rate limit).
• Max Retries — The number of retry attempts when an error occurs. Only applies when Retry on Error is enabled.

Test the configuration

Test your AI configuration before deploying:

1. In the Test the prompt section, set Test Prefill Values.
2. For file-attachment prefills, upload sample documents.
3. Click Run Test to execute the test.
4. Use Test with response values in this order:
   • Disabled first — See what fields the AI extracts from your prompt.
   • Configure Response Values and select only required AI Response Field entries.
   • Enabled next — Confirm the result is restricted to the mapped values you need.
5. Review the test output and refine the prompt and response values if needed.

Open the Response Values tab

Click Response Values in task configuration.

Add response values

For each field you want to extract:

1. Click Add.
2. Key: Unique identifier for this output.
3. Label: Display name shown in mapping/prefill pickers.
4. AI Response Field: Field name expected from AI output.
5. Data Type: String, Number, Date, or File Attachment.

Example values

• Key — invoice_number, AI Response Field — invoice_number, Data Type — String
• Key — total_amount, AI Response Field — total_amount, Data Type — Number
• Key — invoice_date, AI Response Field — invoice_date, Data Type — Date

When response values are configured, Workflow handles the extraction behavior automatically based on the selected model.

Configure file-attachment outputs (optional)

For extracted files or generated documents:

• Set Data Type to File Attachment.
• Set Filename (fixed value or mapped from AI output).
• Ensure the AI response contains base64 file content for the attachment value.

Create follow-up form tasks

Add form tasks after the AI Data Extraction task with fields for the extracted data.

Configure prefills in forms

In your form fields, set up prefills to populate with extracted data:

1. Right-click the Form task > Configuration > Configure Task to open configuration.

2. Go to the PREFILL SETTINGS tab.

3. Edit 🖊️ each field to prefill with the extracted data from the AI

   • Source — Select Data
   • Task — Select your AI Data Extraction task
   • Field — Select the corresponding response output label defined in Step 3

   Example

   • Invoice Number field prefilled with Invoice Number output
   • Total Amount field prefilled with Total Amount output

Test end to end

Run a complete test of your workflow:

• Submit documents through the initial form.
• Monitor the AI Data Extraction task execution.
• Verify extracted data appears correctly in subsequent forms.