Workflow Assistant in Nutrient Workflow Automation is a conversational assistant in the portal. It answers questions about a user’s forms, processes, requests, tasks, files, and users by using live workflow data instead of generic product documentation.

When you enable Workflow Assistant for a tenant, it replaces the existing Ask AI chatbot button in the portal. Tenants that don’t use Workflow Assistant continue to show the existing Ask AI widget.

The following image shows the chat sidebar’s empty state.

What Workflow Assistant can do today

Workflow Assistant can answer questions across several workflow areas. The following table shows representative prompts.

The following image shows a task response.

Use chat controls and tool-call details

Use the chat controls to stop a response, clear the chat, and inspect tool calls.

While Workflow Assistant generates a response, use the stop control to end the response immediately. Use it when the assistant answers the wrong question, takes an approach you don’t need, or produces a response you no longer want.

Use Clear to reset the chat view and abort any in-flight request. This stops the active response instead of only clearing what appears on screen.

When the assistant uses tools to answer a question, Tool calls appear in the chat. Expand a tool call to review the parameters sent and the payload returned. Repeated calls to the same tool are grouped together so multistep responses stay readable.

What Workflow Assistant can’t do yet

The current release has these limits:

• It can’t create, edit, or delete workflow records.
• It can’t approve, reject, or otherwise transition tasks on the user’s behalf.
• It can’t return data that the calling user isn’t permitted to see in the UI. Every assistant action runs in the user’s security context.

Enable Workflow Assistant for your tenant

Workflow Assistant is in beta and is available only if your license includes the Workflow Assistant module. To add the Workflow Assistant module to your license, contact Nutrient Support.

After your license includes the Workflow Assistant module, configure the AI source that the assistant should use and grant access to the users or teams that need it. Until you configure an AI source, the assistant tells users to contact their administrator.

Who can use Workflow Assistant

Permissions control access to Workflow Assistant, just as they control access to other items in Nutrient Workflow Automation. Your tenant’s license must include the Workflow Assistant module. Without this module, no one has access, regardless of permissions.

Workflow Assistant has three permission types:

• Run — Open and use the Workflow Assistant chat.
• Grant — Manage Workflow Assistant role memberships, including assigning the Assistant User and Assistant Admin roles to other users and groups.
• Choose AI Source — Pick which AI source answers your own chat instead of using the tenant default.

Nutrient Workflow Automation ships two built-in roles that combine these permissions:

By default, neither role is assigned to users or groups. Only system administrators can use Workflow Assistant until you grant access to others.

Grant access to other users

To enable non-administrator users to use Workflow Assistant, assign them the Assistant User or Assistant Admin role.

For the full mechanics of adding members to a role, refer to the managing roles and permissions guide.

Select the Workflow Assistant AI source

Workflow Assistant uses an AI connection that you control, just like other AI features in Nutrient Workflow Automation. Use the dedicated setting to choose the connection.

Before you start, make sure you’ve set up at least one AI connection. If you haven’t, refer to the common AI configurations guide.

You can select an AI source at two levels: a tenant-wide default, and an optional per-user choice.

Set the tenant default

The tenant default applies to every user who hasn’t chosen their own AI source.

The following image shows the AssistantAISource setting.

Let users choose their own AI source

Users who hold the Choose AI Source permission, which is included in the Assistant Admin role, see an AI Source picker at the bottom of the chat sidebar. They can select any AI source they’re permitted to run, and the system remembers their choice across sessions and devices. Users without this permission don’t have access to the picker, and their messages use the tenant default.

If no AI sources are configured, the picker links to System Settings → AI Sources instead of showing options.

Troubleshooting

If Workflow Assistant doesn’t behave as expected, use the following table to identify the cause and next step.