Glossary:

• Guidance
  
• Variable guidance:
  
• Requestor: The user interacting with AIA
• Request: The user’s current conversation with AIA

Guidance

Guidance should be a short description of when to execute the workflow. This will always be in relation to the user’s current request. This is the basic structure of guidance for the start workflow action.

Call this tool when [Insert condition here] 

This is best illustrated by example guidances:

• “Call this tool when the user requests an NDA” ✅
  • Short and sweet.
• “Call this tool when the user asks to talk to the legal team or needs legal help.” ✅
  • Note: here
• “Call this tool when the user wants to submit a Sales contract review. Ensure the user uploads a document”. ✅
  • Doc upload variable could be optional in workflow and we want to enforce it for this action.
• “This workflow is used by the APAC legal team for compliance.” ❌
  • Avoid descriptions about the workflow.

Variable Guidance

This should be a super short description of what the variable is. Keep it as short as possible. One word is fine. A good rule of thumb is that every variable without a super obvious name should have a description. The AIA won’t know what NUM_2 means otherwise!

Examples of variable guidance:

• “Name” ✅
• “Department” ✅
• “Sales contract” ✅
• “Today’s Date” ✅
  • This will cause AI agent to fill in the variable with the current name.
• “MSA. Ensure user uploads the document if contract value is over $500. ” ✅
  • Conditions can be added to optional variables.
• “Requester’s name” ❌
  • This will cause the AIA to ask the user “What is the requestor’s name” - which is weird.
  • Prefer “user” to “requester”.

Executing Workflows

Important analogy here is Matter fields(Create Matter Action) are equivalent to Startblock Variables (Start Workflow Action)

When executing an workflow AIA takes the following step:

1. Checks Start Workflow action’s guidance against the current conversation to see if it’s applicable.
2. If applicable, AIA will try to fill in all start block variables from the current conversation.
   1. When filling in variables, the AI agent can make assumptions e.g
      1. If a select variable “Department” contains 2 options “People and Culture” and “Engineering”, if a requestor inputs “HR” the AI agent will infer the department variable as “People and Culture”. If this is undesired, it can be fixed in the variable guidance i.e “Department must be an exact match”.
3. If it is missing any required start block variables it will repeatedly ask the user for them until it has filled all required start block variables.
   1. For missing required doc variables it will ask the user to upload the document.
4. For any missing optional variables the start block variable will leave them blank unless otherwise stated by the variable guidance.

Limitations

• Only the Start block variables are filled.
• Conditional variables are just treated as optional variables.
• Start block supports only a subset of form variables