Workflows

Filling in the same questionnaire for the tenth time is work a computer should do. Workflows is where you hand a blank form to the platform and let it answer the questions using the documents already in your workspace — policies, handbooks, anything indexed under Files or synced from a knowledge source.

Each upload starts one run. A run is durable: it keeps going on the server even if you close the tab, and you come back to a draft you can edit before anything leaves the platform. Nothing is filled in silently — every answer carries a confidence score and the source it came from, and you decide what is good enough to keep.

Today the catalogue holds one workflow, Autofill, which handles Word (.docx), Excel (.xlsx) and PDF forms.

Prerequisites

• Membership of the workspace. Workflows is not permission-gated — every member sees the section and can start a run.
• Documents in the workspace worth answering from. A run against an empty workspace still completes, it just has nothing to draw on and leaves most fields for you to fill in by hand.
• A working language model for the workspace (Admin → Model Provider). Without one, a run fails part-way through instead of producing a draft.

Open Workflows

1. Click the workflows icon in the left sidebar — the third one down, under Projects. The page is a catalogue: one card per workflow, each with a description and a count of how many runs it already has.

   

2. Click a card — Autofill here — to see that workflow's runs. A workflow nobody has used yet says so and offers the only action available from here.

   

   The list holds every run started in this workspace, not just your own — a colleague's run appears here with their name against it. Runs started inside a project stay in that project and do not show up here.

Start an Autofill run

1. Click New Autofill. The launcher asks for the forms themselves. There is nothing else to configure — no template to pick, no field mapping to draw.

   

2. Drop in one or more forms, or click the area to browse. Each file is checked as it arrives; anything that is not a .docx, .xlsx or PDF is rejected with a message instead of being uploaded. The selected file shows its size and the kind of form it was recognised as.

   

   Several forms at once

   Every file you add starts its own separate run, and they run in parallel. The button counts them for you — Start 3 forms.

3. Click Start 1 form. You land back on the Autofill runs page, where the new run appears in the table with a live status. The tiles above the table count the workflow's runs by state.

   

   The table is a live view — it keeps updating while you are on the page, and it is safe to navigate away or close the tab. The work is happening on the server, not in your browser. A run moves Queued → Running → In review, and becomes Done once you have approved every answer on it.

4. On a long list, narrow it down. The search box matches the form name or the person who started the run, and the two dropdowns filter by status and by file type. A count tells you how much of the list you are looking at.

   

Review the draft

1. Click the row. The run page opens with the form's name, how long the run took, and its status.

   

   The page has two halves. On the left, the questions the platform found and the answers it drafted. On the right, a live preview of the actual document with your answers in place — it re-renders as you edit, so you can see the file you are about to download.

2. Expand Processing complete to see what happened. Each stage is described in plain language rather than as a technical step name.

   

   The stages differ by form type — a spreadsheet is mapped cell by cell, a Word form by its tables, a PDF by its fields and checkboxes — but the shape is always the same: read the form, work out the questions, draft the answers, save the draft.

3. Work down the questions. An answer that could be drafted is badged AI filled and carries a confidence figure plus the documents it used. Click a source to read the exact passage the answer came from.

   

   This is the part worth slowing down for: the score is the platform's own confidence, and the passage is your evidence. An answer with no source behind it was not found in your documents.

4. Questions that could not be answered are badged To be filled and left blank — nothing is guessed. A section header counts how many of its questions you have approved, and the bar at the bottom of the page keeps a running total.

   

5. Type over anything you disagree with, or fill in what was left blank. An answer you touch is badged Edited and gains a Revert to AI button, so changing your mind costs nothing.

   

6. Click Mark as Approve on each answer you are happy with. The badge turns into Approved, the section counter ticks up, and the footer changes to Everything approved — ready to download once nothing is left. The status pill at the top of the page becomes Done at the same moment.

   

7. Click the download button — Download .xlsx here, Download .docx for a Word form, Download .pdf for a PDF. The platform fills your approved answers into the original file and hands it back with its layout, styling and any untouched content intact.

   Your review is saved as you go

   Both your edits and your approvals are stored on the server, so you can close the run and come back to it later — even on another machine — and find it exactly as you left it. There is no need to finish a long questionnaire in one sitting.

Remove a run

1. Click the … button at the end of a run's row. Open goes to the run page; Remove takes it off the list.

   

2. Click Remove and confirm. The dialog names the run so you cannot take out the wrong one by mistake.

   

   You can always remove a run you started yourself. Removing someone else's run needs the workspace:manage permission — workspace owners and admins have it, a plain member does not.

When a run fails

A run that cannot finish reaches its own page and reports it there, with the stage it stopped on left unticked and the underlying reason printed below.

The stage that failed tells you where to look. Drafting answers is where a missing, misconfigured or unreachable language model shows up, and it is by far the most common failure — ask a workspace admin to check Admin → Model Provider, then upload the form again. Nothing partial is kept: a failed run has no draft to review, so starting again is the only way forward.

A run that never starts at all behaves differently. The launcher keeps your file selected and shows Could not start the workflow. Check that your session and workspace access are valid. above it, so you can simply press Start again. The usual cause is a session that expired while the page was open.

Notes

• The list holds the workspace's 200 most recent runs, newest first.
• Remove hides a run rather than erasing it. The record is kept behind the scenes, but there is no way to bring a removed run back through the interface — treat the click as final.
• A run searches with your own identity, so it draws on the same workspace library you would search from chat — no more, no less.
• The original form you uploaded is stored with the run, which is what lets the preview and the download rebuild the file long after the run finished.
• The document preview beside the questions is an approximation for orientation. Trust the downloaded file, not the preview, for exact layout.