Designing Workflows with AI

Designing an approval flow by hand can be tedious. Z-Workflow's AI builder lets you create one in seconds, in two ways. Both produce a draft that opens in the normal builder so you can review and adjust everything before publishing.

Available to tenant admins in Admin → Workflows.

Mode 1 — Generate from a description

1. In the workflows screen, find the Create workflow with AI panel.

2. Describe the process in your own words, for example:

   "Expense approval: the employee submits, their manager approves, then the department head; CC the accounting team. If the amount is over 1,000,000, also require an executive's approval."

3. Click Generate with AI.

4. The generated form fields and approval route open in the builder. Review them, tweak anything, then Save. The draft is created inactive until you publish it.

The AI writes everything in your current language and uses your organisation's real positions where possible, preferring organisation-relative approvers (manager, department head, admins) so the route works for every applicant.

Mode 2 — Suggest from history

Let AI discover processes you already run informally and propose workflows for them.

1. Click Suggest from history.
2. Z-Workflow analyses your existing requests and recurring tasks, then lists suggested workflows — each with a short rationale (why it helps) and the evidence it was based on.
3. Click Open & edit on a suggestion to load it into the builder, then save.

This is ideal for turning "tribal knowledge" — the steps only one person remembers — into a documented, repeatable workflow.

Good to know

• Generated workflows are drafts — nothing goes live until you review and save.
• The AI never invents specific user, group or position IDs; it sticks to roles that resolve correctly for every applicant.
• You can keep editing an AI-generated workflow exactly like a hand-built one.