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Generate a Template with AI

You can describe a process in a sentence, or import a procedure, checklist, spreadsheet or photo you already have, and watch CheckFlow's AI build the template in the Template Designer. The result is an ordinary template: edit anything, then run it as a checklist.

Before You Start​

  • You must be an Administrator, or a Member with both Template.Creator and AI.User. Guests cannot use AI features.
  • Allow AI features must be on for your team. It is, unless an Administrator has turned it off on the AI tab.
  • Your team needs at least 10 AI credits left to build from a description, or 25 to import documents. The build dialog shows how many are left.
  • To have the template filed in a Library folder, you must be an Administrator, or a Member with Library.Creator and Edit on that folder. Otherwise it is saved in Unfiled.

Open the Build Dialog​

  1. Click the + button in the navigation bar and choose Template under Create New. To file the new template in a Library folder, open the folder in the Library and click Template in its toolbar instead.
  2. In the Create a Template dialog, click Generate with AI. The Template Designer opens in build mode with the Create a Template with AI dialog in front of it.

Build From a Description​

  1. In Describe the process, say what the process is, in up to 500 characters. For example: Onboarding a new client at a digital marketing agency, from signed contract to first monthly report.
  2. Click Generate Template.

Build From Documents​

  1. Drag up to three files onto Import from documents, or click choose files. Each can be up to 8 MB. See Documents You Can Import for the formats.
  2. Leave Improve it as well unticked to import the process as written. Tick it to have the AI fill gaps and add good practice as well.
  3. Optionally, use Instructions (optional) to narrow or adjust the import, in up to 500 characters. For example: Only the onboarding section. Our EU office does the payroll step differently.
  4. Click Generate Template.

Watch It Build​

The page is locked while the template is built. The progress card says what is happening — reading your documents, adding each section and step as it is written, saving, then adding the workflow logic. Building usually takes 15 to 30 seconds, and can take a couple of minutes for long documents.

To stop part way, click Stop. The build dialog reopens with what you entered. The credits used so far are still charged.

Review the Result​

When the build finishes, a dialog titled with the template's name says it is ready and counts what was built: steps, fields, conditions, due dates, assignments and halts. Any warnings, such as a template cut off at 150 steps, appear here too.

ButtonWhat it does
Keep EditingCloses the dialog. The template is saved, and open in the Template Designer.
Try AgainDeletes this template and opens a fresh build with your description filled in. Files must be chosen again.
DiscardDeletes this template and takes you back to the page you started from.

Try Again and Discard are only offered here, to the person who built the template, within an hour of building it, and before anyone has started a checklist from it. After that, an Administrator can archive it from the Library instead.

Check the template before anyone runs it. AI makes mistakes. Read the steps, the fields and the conditional logic, and compare an imported template with the document it came from.

What Happens Next​

  • The template is saved as version 1 in your workspace, and filed in the Library folder you started from where you can file it there. Edit it like any other template, then save your changes.
  • Everyone else in the team receives the usual notification that you created a new template.
  • The credits used are taken from your team's allowance, or from purchased credits once the allowance has run out. Administrators can see the build on the AI tab, by feature and by person.

If It Does Not Work​

What you seeWhyWhat to do
No Generate with AI option in the Create a Template dialogYou do not hold AI.User, AI features are turned off for your team, or AI is not available in your regionAsk an Administrator. See Manage AI for Your Team.
No Template entry under the + buttonYou do not hold Template.CreatorAsk an Administrator to grant it. See User Permissions.
Generate Template is disabled, with a message that the team has used its AI creditsNot enough credits are left to startWait for the date the message gives, or ask an Administrator to buy more credits.
That doesn't look like a process we can build a checklist forThe generator turned the request downDescribe the steps of something your team does repeatedly.
Our AI provider's safety filter blocked this requestThe text or document looked like an attempt to misuse the AIIf it is a genuine process, remove any unusual instructions from the text or document and try again.
We couldn't find a process to turn into a checklist in that documentThe document does not describe the steps of a processUse a document that does, or add instructions saying which part to use.
A warning that about a percentage of the steps in your documents were foundThe AI left some steps outCheck the template against the document, or click Try Again.
The connection was lost before your template was finishedYour connection dropped during the buildClick Try Again.

For every limit and message, see the AI Template Generator Reference.

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