AI Chatbot for Workflow Approval Insights
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Solution Overview
Problem
Current workflow management systems face challenges in efficiently handling approvals, meeting decision tracking, and dynamically associating business considerations with localized activities, leading to increased time spent on approvals and reduced productivity.
Innovation Solution
The integration of an AI-enabled chatbot within the workflow platform, which provides real-time responses to user queries about policies, procedures, and transactions, aggregates data for contextual information, summarizes key artifacts using AI completion APIs, and offers insights and actions based on user entitlements, thereby optimizing the approval process.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Reliability
If users refer to documentation, policies, and procedures before approvals, then they can make informed decisions, but the time spent on approvals increases significantly
Solution Approach 1:
The system performs preliminary actions by pre-aggregating and pre-summarizing policy documents, procedures, and transaction data before approvals are needed. The AI chatbot proactively provides contextual information and summarizes key artifacts in advance, so that when approval time comes, the information is already ready and synthesized, eliminating the need for users to search through documentation during the approval process itself.
Solution Approach 2:
The AI-enabled chatbot serves as an intermediary between users and the vast amount of documentation, policies, and procedures. Instead of users directly searching through extensive documentation, the chatbot mediates by understanding user queries, retrieving relevant information from multiple sources, synthesizing it into concise summaries, and presenting only the necessary information, thereby reducing search time while maintaining decision quality.
2Adaptability or versatility
If the workflow platform supports multiple workflows for different business processes, then versatility increases, but the complexity of managing and tracking approvals increases
Solution Approach 1:
The AI chatbot provides universal functionality across all workflow types and business processes. Instead of requiring separate management mechanisms for each workflow, the single AI-powered interface can answer queries about any workflow, summarize any transaction, and provide context for any approval process, thereby reducing overall system complexity while maintaining support for diverse workflows.
Solution Approach 2:
The system enables self-service by allowing users to independently query the AI chatbot for information about any workflow or transaction without requiring manual intervention from workflow administrators. Users can self-serve by asking the chatbot to summarize transactions, explain policies, or track approvals, which reduces the administrative burden and simplifies management of complex multi-workflow environments.
3Measurement precision
If the system aggregates data from multiple sources for contextual information, then the quality of insights improves, but the data processing time increases
Solution Approach 1:
The system performs preliminary data aggregation by continuously collecting, storing, and indexing data from multiple sources in advance. The AI chatbot has access to pre-aggregated data structures that include contextual information from various sources, allowing it to quickly synthesize insights without performing time-consuming real-time aggregation during user queries, thus maintaining both accuracy and speed.
Data Source
AI summary
A system for improving approval processes to at least one software service, including a workflow platform with multiple business processes and user roles, an AI-enabled chatbot integrated with the workflow platform, the chatbot utilizing GAI techniques to provide information on policies, procedures, and workflow transactions, a data integration module retrieving and aggregating data from multiple sources, and a user interface displaying summarized information and recommendations generated by the AI-enabled chatbot. The AI-enabled chatbot automatically approving workflows based on thresholds.