Plan: Not Available: Intermediate, Pro Available: Elite
Users: Not Available: All users Available:FYI Admins or User Group Permissions
Practice Management Source: Not Available: APS, Iris, MYOB AE & AO, CCH, MYOB Practice Management (formerly GreatSoft) Available: FYI or Xero Practice Manager
The AI Tasks step uses AI to identify action items from a selected document in the process, and create them in FYI automatically as tasks.
Using the AI Task step, multiple tasks can be generated in a single automation step. This differs from the standard Create Task step, that is limited to creating one task at a time using configured task fields.
The AI Tasks step is recommended when the number or content of tasks varies depending on the source document. For example, after analysing a meeting transcript AI Tasks step can identify action items and automatically create separate tasks for each staff member involved.
Note: Tasks created using the AI Tasks step cannot be configured as blocking tasks. When these tasks are created, the next step in the process will be automatically executed.
This feature is currently in beta. Learn more about beta registrations.
AI Tasks Step
When creating a Custom Process, to add an AI Tasks step:
- Click Add Step.
- Click FYI AI application and select AI Tasks from the list of functions.
- The AI Tasks Step will open.
AI Tasks Step Details
Action
| Field | Details |
| Document |
Select the document that the AI Task will use as context:
Important Note: AI Tasks can process Emails, PDFS, File Notes, Meeting Records, Phone Calls, Spreadsheet and Word Documents. The quality of the generate tasks depends on the content available in the selected document. |
| Prompt |
Select the Merge Field icon to open the Merge Field window to open the AI Task prompt editor. Note: A maximum of 30 lines will display in the Prompt Preview. |
AI Task Prompt Editor
The AI Task Prompt Editor allows users to define the prompt.
| Field | Details |
| Prompt |
Enter the instructions that tell the AI Tasks how to identify and create tasks. The prompt should explain what you want it to do and how the prompt should be structured, for example:
Refer to Including AI Prompts in Automations. |
| Merge Fields |
Expand the tabs on the right to view the list of available Merge Fields. Click the Merge Field you wish to add to your prompt. Refer to Including Merge Fields in Automations. |
Example AI Task Step and Prompt
The following is an example of a AI task step and prompt to generate tasks from a meeting record:
| AI Task Step | Details |
| Action | Select a Meeting record that contains a meeting transcript. |
| AI Task Prompt |
"Create individual tasks from this meeting record. Only create a task where there is a clear follow-up action. For each task, include:
Do not create tasks for general discussion points. If no assignee can be identified, assign the the task to {{ ExecutionInitiatorUserName }}." |