AI Workflow Templates - Frequently Asked Questions

Quick answers to common questions about using AI to access reports and analytics.

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General Questions

What are AI Workflow Templates?

AI Workflow Templates are pre-configured patterns that help the AI assistant understand your questions about reports and data. When you ask “What’s our headcount?”, the AI uses a workflow template to know exactly what data to show you and which report to link to.

How do I use them?

Just ask the AI assistant a question naturally:

• Click the AI icon in the bottom-right corner
• Type your question like “Show me turnover rates” or “How many employees completed training?”
• The AI will show you a chart, insights, and a link to the full report

What reports can I access through AI?

Over 98 reports across these areas:

• HR: Headcount, turnover, diversity, compliance, onboarding
• Training: Course analytics, learner progress, certifications, quizzes
• Performance: Reviews, goals, competencies, 360 feedback
• Scheduling: Shift coverage, utilization, overtime, attendance
• Service Desk: Ticket analytics, SLA compliance
• Tasks: Task analytics and lists

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Using the AI

What’s the best way to ask questions?

Be natural but specific:

Good Question	Why It Works
“Show me headcount by department”	Specific metric + grouping
“Training completion rates this month”	Clear topic + time frame
“Who has expiring certifications?”	Action-oriented question

Avoid	Try Instead
“numbers”	“Show me headcount numbers”
“data”	“Show me training data”
“report”	“Show me the turnover report”

Why did the AI show a different report than I expected?

The AI matches your question to available templates. If you get an unexpected result:

1. Add the domain: “HR headcount” instead of just “headcount”
2. Use common terms: “turnover” instead of “churn”
3. Be more specific: “employee birthdays this month” instead of “birthdays”

Can I ask follow-up questions?

Yes! After getting a response, you can ask:

• “Break this down by location”
• “Show me just the engineering department”
• “What about last quarter?”

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Understanding Responses

What do the different chart types mean?

Chart	Best For	You’ll See
Bar	Comparisons	Categories side-by-side
Line	Trends	Changes over time
Pie	Proportions	Parts of a whole
Table	Details	Row-by-row data
Summary	KPIs	Key numbers at a glance

What are the “Insights” in the response?

The AI analyzes your data and highlights:

• Totals and averages
• Notable trends (up/down)
• Items needing attention
• Comparisons to benchmarks

Where does the “View Full Report” link go?

The link takes you directly to the complete report in the system where you can:

• Apply filters
• Change date ranges
• Export to CSV/PDF
• See detailed breakdowns

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Troubleshooting

The AI says it doesn’t understand my question

Try:

1. Use the word “report” or “show me”
2. Add the category: HR, training, scheduling
3. Use common terms: “headcount” instead of “FTE count”

The chart shows no data

Check:

1. Do you have permission to view this data?
2. Is there data for the selected time period?
3. Are the filters too restrictive?

The report link gives an error

Possible causes:

1. You don’t have permission for that report
2. The report requires a specific context (e.g., a selected employee)
3. Contact your administrator to check permissions

The AI keeps showing the same report for different questions

Solution: Be more specific with domain keywords:

• “HR analytics” vs “Training analytics”
• “Performance review status” vs “Review completion”
• Include “scheduling” for shift-related questions

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For Administrators

Can I create custom workflow templates?

Yes! Go to Admin → AI & Automation → AI Workflows to:

• View all available templates
• Edit trigger phrases
• Create business-specific templates
• Deactivate unused templates

How do I add a new report to AI?

1. Navigate to AI Workflows
2. Click “New Workflow”
3. Set name, domain, and description
4. Add trigger phrases (all the ways users might ask)
5. Configure the chart type and report link
6. Save and test

What’s the difference between global and business templates?

Global	Business
Created by system admins	Created by business admins
Available to all businesses	Only for your business
Lower priority	Higher priority (overrides global)

How do I see which templates are most used?

Each template tracks:

• Usage count: How many times it’s been triggered
• Last used: When it was last matched to a query

Sort by usage count to see popular templates.

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Quick Reference

Sample Questions by Domain

HR:

• “What’s our headcount by department?”
• “Show me turnover rates”
• “Diversity breakdown”
• “Upcoming birthdays”

Training:

• “Training completion rates”
• “Who hasn’t completed compliance training?”
• “Course performance report”

Scheduling:

• “Shift coverage for this week”
• “Overtime hours by location”
• “My upcoming shifts”

Performance:

• “Performance review status”
• “Goal completion rates”
• “Rating distribution”

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For the complete guide with detailed examples, see AI Workflow Templates Guide.