Introduction
uKnowva HRMS allows you to add AI-powered assistance to text area fields used in workflow forms through the AI Suggest feature. This feature helps users generate or improve text directly within a text area field based on the prompt configured for that field. You can configure a default AI prompt and, if required, allow end-users to customise the prompt when they use the field.
You can enable AI Suggest while creating a new workflow or add it to an existing workflow by editing its text area field. The configuration also allows you to use live form values in the AI prompt through field tokens, so the generated suggestion can use information already entered in the workflow form.
This article explains how to enable and configure AI Suggest for a text area field in a workflow form and how users can use the feature after it has been enabled.
Step 1: Open the Workflow Configuration
From the side navigation panel, click HR and then select Workflow.
The system opens the list of workflows available in uKnowva HRMS.
If you want to add AI Suggest while creating a new workflow, first create the workflow by following the How to Add and Execute a New Workflow in the uKnowva HRMS Instance guide.
For this article, we will configure AI Suggest in an existing workflow. Locate the workflow where you want to add the feature and click the three-dot icon under the Action column. Select Edit to open the workflow in edit mode.
Step 2: Open the Workflow Form
Once the workflow opens in edit mode, go to the Form tab. Here, you can configure the fields that users will fill in while completing the workflow.
You can enable AI Suggest for an existing Text Area field, or you can add a new Text Area field to the workflow form.
If you are using an existing field, locate the required Text Area field and hover over it. Click the gear icon to open its field settings.
If you are adding a new field, drag a Text Area field into the required location on the workflow form and then open its settings using the gear icon.
Step 3: Configure the Text Area Field
The field settings window allows you to configure the details and behaviour of the Text Area field. In the Details tab, enter or update the required field information, such as the Label, Placeholder, Description, and Tooltip.
Configure these details according to the information you want users to enter in the field. The label helps users understand what information the field expects, while the placeholder, description, and tooltip can provide additional guidance when they complete the workflow form.
After configuring the basic field details, locate the Enable AI Suggest checkbox. Select this option to enable AI Suggest for the Text Area field.
Once you enable AI Suggest, additional configuration fields appear in the field settings.
Step 4: Configure the Default AI Prompt
After enabling AI Suggest, configure the Default AI Prompt. This field defines the prompt template that the system uses when generating an AI suggestion for the Text Area field.
You can use live values from the workflow form within the prompt by using field tokens. To insert a live form value, use the field key between two opening braces and two closing braces.
For example, you can use field keys such as name, email, employeeId, address.city, or items.0.title, depending on the information available in the workflow form.
This allows the AI suggestion to use information entered elsewhere in the form. For example, if the prompt uses the employee's name or another field value, the system can use the corresponding value from the current workflow form when generating the suggestion.
Configure the Default AI Prompt according to the type of content you want the AI to generate for the Text Area field.
Step 5: Enable the Customise Prompt Option
The Show Customise Prompt button option controls whether users can view and customise the configured prompt while using the AI Suggest feature.
Enable this option if you want end-users to see the original prompt and make their own changes before generating a suggestion. The customised prompt is used as an override for that request and is not submitted as part of the workflow form.
If you want users to use only the prompt configured by the workflow administrator, leave this option disabled.
Choose the option based on how much control you want to provide to users when they generate AI suggestions from the workflow form.
Step 6: Save the Text Area Field Configuration
After configuring AI Suggest and the other Text Area field settings, review the field configuration and click Save.
The system saves the Text Area field with AI Suggest enabled and retains the prompt and customisation settings you configured.
If the workflow contains additional fields or settings that you need to configure, complete those configurations before submitting the workflow.
Step 7: Save the Workflow
After completing all required changes to the workflow, click the Submit button to save the workflow configuration.
The updated workflow is now saved with AI Suggest enabled for the configured Text Area field. You can then access the workflow from the Workflow menu and open it to test the configured field.
Step 8: Use AI Suggest in the Workflow Form
Open the workflow from the menus and access the form where you configured AI Suggest.
Locate the Text Area field for which you enabled the feature. The AI Suggest option is now available in the field.
You can use it to generate an AI-based suggestion according to the configured Default AI Prompt.
If you enabled Show Customise Prompt button, users can also view the configured prompt and customise it before generating their suggestion.
The system uses the available form values and the configured prompt to generate the suggested content.
This allows users to generate relevant text directly within the workflow form instead of manually preparing the content from scratch.
Conclusion
That’s it!
You’ve now successfully configured and used AI Suggest for a Text Area field in a workflow form in uKnowva HRMS.
By following this process, you can provide users with AI-assisted content generation directly within workflow forms, while using configured prompts and relevant form values to create useful suggestions.
If you have any questions or need additional support, feel free to contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..