Smartflow

Smartflow is AiX's no-code workflow and AI orchestration capability.

It allows business users to create and run repeatable processes that combine AI, documents, data, business rules, integrations, and human activities within a visual workflow.

Instead of performing a series of AI tasks manually, Smartflow allows those activities to be organized into a controlled and reusable business process.

What is a Smartflow?

A Smartflow represents a business process as a sequence of connected steps.

Each step performs a specific activity and can pass its results to subsequent steps.

A Smartflow might:

• Read a document
• Extract information
• Ask an AI model to analyze the content
• Search a Knowledge Base
• Apply business rules
• Generate a report
• Request human review
• Send a notification
• Save or distribute the result

Simple Smartflows may contain only a few steps, while more advanced Smartflows can automate larger business processes.

How Smartflow Works

A Smartflow typically starts with an input, performs a series of processing steps, and produces one or more outputs.

For example:

Document → Read Content → AI Analysis → Human Review → Generate Report → Output

The output of one step can be used as the input to another step.

This allows complex processes to be built from smaller, reusable activities.

Running a Smartflow

To run an existing Smartflow:

1. Open Smartflow from the AiX navigation menu.
2. Select the Smartflow you want to use.
3. Review the description and any required inputs.
4. Provide the requested information or files.
5. Select Run.
6. Monitor the execution status.
7. Review the results when processing is complete.

Depending on the Smartflow, execution may complete automatically or pause while waiting for a user action, review, or approval.

The Smartflows available to you depend on your organization's configuration and your access permissions.

Smartflow Inputs

A Smartflow may require information before it can be executed.

Inputs can vary depending on the purpose of the Smartflow and may include:

• Documents or files
• Text
• User selections
• Parameters
• Dates or other values
• Information retrieved from configured systems

The Smartflow determines which inputs are required before execution can begin.

Smartflow Steps

Each Smartflow consists of one or more connected steps.

A step represents an activity performed during the workflow.

Depending on the capabilities configured by your organization, steps may perform activities such as:

• Reading content
• Processing documents
• Calling an AI model
• Asking questions about content
• Searching organizational knowledge
• Transforming information
• Applying business logic
• Creating documents or reports
• Interacting with external systems
• Sending messages or notifications
• Requesting human action

Each step can use information produced by earlier steps in the Smartflow.

Using AI in a Smartflow

AI processing can be included at different points within a Smartflow.

For example, an AI step might:

• Summarize a document
• Classify information
• Extract important details
• Identify risks or issues
• Compare information
• Generate recommendations
• Create structured content
• Prepare a report

Different AI models may also be used for different steps where appropriate.

The models available to Smartflow depend on your organization's AiX configuration.

Working with Content

Smartflow can process content as part of a business workflow.

For example, a Smartflow could receive a document, read its contents, analyze the information using AI, and generate a new document containing the results.

Content can therefore move through different stages of a workflow as it is processed.

A Smartflow may produce outputs such as:

• Documents
• Spreadsheets
• Presentations
• PDF files
• Structured data
• Text
• Reports
• Notifications

The available input and output formats depend on the tools and capabilities used by the Smartflow.

Human Review and Approval

Not every business process should operate entirely automatically.

Smartflow can include human activities within a workflow so that users can review information or make decisions at appropriate stages of the process.

Depending on the Smartflow and your permissions, you may participate as a reviewer or approver.

A workflow might, for example:

Receive Document → AI Review → Human Review → Approval → Generate Final Output

This allows AI-assisted processing to be combined with appropriate human oversight.

Smartflow Status

While a Smartflow is running, AiX tracks its execution status.

Depending on the workflow, you may be able to see:

• Current execution status
• Completed steps
• Processing steps
• Steps waiting for user action
• Errors or problems
• Generated outputs

This helps users understand where a process is within its execution.

Smartflow Outputs

A Smartflow can produce one or more outputs.

Outputs may include information displayed directly within AiX or files generated by the workflow.

For example, a Smartflow could produce:

• A management summary
• A document review report
• A classification result
• A completed Word document
• An Excel workbook
• A PowerPoint presentation
• A PDF report
• Structured information for another process

Outputs can also be used by subsequent Smartflow steps.

Creating a Smartflow

Depending on your permissions, you may be able to create your own Smartflows.

Smartflows are created using the visual Smartflow designer.

You build a workflow by adding steps and connecting them in the order required by the business process.

A typical design process is:

1. Define the purpose of the Smartflow.
2. Identify the required inputs.
3. Add the processing steps.
4. Connect the steps.
5. Configure each step.
6. Define the required outputs.
7. Test the Smartflow.
8. Review the results.
9. Publish the Smartflow for use.

This allows business processes to be designed without developing a traditional software application.

Designing a Smartflow

Before creating a Smartflow, consider the business process you want to automate.

Start by identifying:

Input — What information starts the process?

Process — What needs to happen to that information?

AI — Where can AI assist the process?

Business Rules — What conditions or decisions need to be applied?

Human Review — Where should a person review or approve the result?

Output — What should the process produce?

For example, a document review process might be designed as:

Upload Document

↓

Read Document

↓

Extract Key Information

↓

AI Review

↓

Verify Results

↓

Human Review

↓

Generate Report

This provides a clear structure before individual Smartflow steps are configured.

Testing a Smartflow

A Smartflow should be tested before it is made available for regular business use.

Testing should include representative inputs and business scenarios.

When testing, consider whether:

• The correct information is being processed
• AI instructions produce the expected results
• Business rules behave correctly
• Required human review steps occur
• Errors are handled appropriately
• Generated outputs contain the required information
• The complete process produces a useful business result

AI-based steps should also be tested with different examples because AI responses may vary depending on the input and selected model.

Publishing and Versions

Smartflows can be updated as business requirements change.

Where versioning is enabled, changes can be maintained separately from published versions.

This allows a Smartflow to be modified and tested before a new version is made available for operational use.

Published versions also help organizations maintain consistency and traceability when Smartflows are used for business processes.

Smartflow Execution History

AiX records Smartflow executions to support operational tracking and auditability.

Depending on your permissions, execution information may include:

• Smartflow version
• Execution status
• Execution time
• Processing steps
• Inputs and outputs
• User activities
• AI interactions
• Errors or exceptions

This information can help users understand how a result was produced and assist with troubleshooting when required.

Smartflow and Assistants

Smartflow and Assistants support different types of AI activities.

Assistant

Designed primarily for conversational interaction.

Smartflow

Designed primarily for repeatable business processes and automation.

For example, an Assistant might help a user interactively review a contract.

A Smartflow might automatically read the contract, extract key terms, perform an AI review, verify selected information, request human review, and generate a standardized report.

Use an Assistant when the activity is primarily conversational.

Use a Smartflow when the activity follows a repeatable process.

Smartflow and Scheduler

Smartflows can also be used with Scheduler where supported.

Instead of requiring a user to manually start a Smartflow, Scheduler can execute supported Smartflows automatically at defined times or intervals.

For example:

Every morning → Retrieve Information → Analyze → Generate Summary → Send Notification

This allows Smartflow to support recurring business processes as well as user-initiated activities.

Good Practices

When working with Smartflows:

• Start with a clearly defined business objective.
• Keep each step focused on a specific activity.
• Use meaningful names for steps and outputs.
• Test with representative business scenarios.
• Include human review where appropriate.
• Verify important AI-generated information.
• Handle exceptions and unexpected inputs.
• Review changes before publishing a new version.
• Keep workflows understandable for other users who may need to maintain them.

A well-designed Smartflow should make the business process easier to understand, execute, and maintain.

Next Steps

You may also want to explore:

• Chat — Interact directly with available AI models.
• Knowledge Base — Use organizational information with AI.
• Assistants — Create reusable conversational AI experiences.
• Scheduler — Run supported Smartflows automatically.