AI Workflow Templates - Smart Report Access Guide

AI Workflow Templates make it easy to get insights from your data using natural language. Instead of navigating through menus to find reports, simply ask the AI assistant a question and get instant charts, summaries, and direct links to detailed reports.

Who this is for: All users who want faster access to reports and analytics
Time needed: 10-15 minutes to learn
Prerequisites: Access to the AI Assistant feature

---

🎯 What You’ll Learn

• How to ask the AI for reports using natural language
• What types of reports are available through AI
• How to read inline charts and summaries
• How to navigate to full detailed reports
• How administrators can customize workflow templates

---

🤖 How It Works

AI Workflow Templates work behind the scenes to understand your questions and provide the right information. Here’s the simple process:

The Three Response Types

Type	What You Get	Example
Inline Chart	Visual data summary right in the chat	Bar chart of headcount by department
Key Insights	AI-generated analysis of the data	“Engineering grew 15% this quarter”
Report Link	Direct link to the full report	“View Full Headcount Report →”

---

🚀 Getting Started

Step 1: Open the AI Assistant

1. Click the AI Assistant icon in the bottom-right corner of any page
2. Or press Ctrl + K (Windows) / Cmd + K (Mac) to open quick search

Step 2: Ask Your Question

Type your question naturally, just like you would ask a colleague:

Good examples:

• “What’s our current headcount by department?”
• “Show me turnover rates for this quarter”
• “How many employees completed training this month?”
• “What’s our shift coverage for next week?”

The AI understands variations:

• “headcount report” = “how many employees” = “staff count”
• “turnover” = “attrition” = “who left”

Step 3: Review the Response

The AI will provide:

1. 📊 Inline Visualization - A chart or table showing the key data
2. 💡 Insights - Automatically generated observations
3. 🔗 Report Link - Click to see the full interactive report

💡 Tip: The inline chart gives you a quick overview. Click the report link when you need to filter, export, or dive deeper into the data.

---

📋 Available Report Categories

HR Reports (20 templates)

What to Ask	What You Get
“Show me headcount”	Employee counts by department, location, status
“Turnover report”	Terminations and attrition rates over time
“Diversity metrics”	Gender, ethnicity, and DEI breakdowns
“Compliance status”	I-9, visa, and work authorization tracking
“New hire onboarding”	Onboarding progress and completion rates
“Birthday report”	Upcoming employee birthdays
“Anniversary report”	Work anniversaries and tenure milestones
“EEO-4 report”	Government compliance reporting

Training & Learning (36 templates)

What to Ask	What You Get
“Training analytics”	Course completions, enrollment trends
“Course performance”	Completion rates by course
“Learner progress”	Individual training status
“Quiz scores”	Assessment performance analysis
“Certificate tracking”	Expiring and issued certifications
“Compliance training”	Mandatory training completion status
“SCORM reports”	External content tracking

Performance Management (24 templates)

What to Ask	What You Get
“Performance review status”	Review completion progress
“Rating analytics”	Performance rating distribution
“Goals progress”	Goal achievement tracking
“Competency assessments”	Skill evaluation results
“360 feedback summary”	Multi-rater feedback analysis
“Calibration results”	Rating calibration outcomes
“Compensation analytics”	Pay-performance correlation

Scheduling (12 templates)

What to Ask	What You Get
“Shift coverage”	Open shifts and coverage rates
“Schedule utilization”	Filled vs unfilled shifts
“Overtime report”	Overtime hours by employee/location
“Attendance summary”	Attendance patterns and issues
“My schedule”	Personal shift assignments
“Location stats”	Scheduling metrics by location

Service Desk (4 templates)

What to Ask	What You Get
“Ticket analytics”	Request volume and SLA compliance
“Knowledge base stats”	Article performance metrics
“Service desk dashboard”	Overall support metrics

Tasks (2 templates)

What to Ask	What You Get
“Task analytics”	Completion rates and trends
“My tasks”	Personal task list summary

---

📊 Understanding the Response

Inline Charts

The AI generates several chart types based on the data:

Chart Type	Best For	Example
Bar Chart	Comparing categories	Headcount by department
Line Chart	Showing trends	Turnover over time
Pie Chart	Showing proportions	Diversity breakdown
Table	Detailed listings	Employee directory
Summary	Key metrics	KPI dashboard

Key Insights

The AI analyzes your data and highlights:

• Totals and averages - “Total headcount: 1,247 employees”
• Trends - “Up 12% from last quarter”
• Notable items - “Engineering has the highest headcount”
• Alerts - “15 employees have expiring certifications”

Report Links

Every response includes a link to the full report where you can:

• Apply additional filters
• Change date ranges
• Export to CSV or PDF
• See more detailed breakdowns

---

✅ Success Indicators

You’re using AI Workflow Templates effectively when:

• You get relevant charts in response to natural language questions
• The insights highlight what’s important in your data
• Report links take you directly to the right page
• You’re finding information faster than manual navigation

---

👩‍💼 For Administrators: Managing Workflow Templates

Administrators can customize and create workflow templates to match business needs.

Accessing Workflow Management

1. Navigate to Admin → AI & Automation → AI Workflows
2. Here you can view, edit, and create business-specific templates

Template Components

Field	Purpose	Example
Name	Display name	“Headcount Report”
Domain	Category	hr, training, scheduling
Trigger Phrases	What users might ask	[“headcount”, “employee count”, “staff count”]
Workflow Type	Response behavior	generation, navigation, hybrid
Chart Config	Visualization settings	bar chart, grouped by department
Report Path	Link destination	headcount_hr_reports_path
Instruction Set	AI guidance	data query, insights to generate

Creating a Custom Template

1. Click New Workflow
2. Fill in the basic information (name, domain, description)
3. Add Trigger Phrases - think of all the ways users might ask for this report
4. Select Workflow Type:
   • Hybrid - Shows inline chart AND provides report link (recommended)
   • Navigation - Only provides a link to the report
   • Generation - Only generates inline response
5. Configure the chart type and metrics
6. Set the report path for the “View Full Report” link
7. Save and test by asking the AI a matching question

Global vs Business Templates

Type	Managed By	Scope
Global Templates	System Administrators	Available to all businesses
Business Templates	Business Administrators	Only for your business

💡 Tip: Business templates take priority over global templates with the same trigger phrases.

---

🔧 Troubleshooting

Issue: AI doesn’t understand my question

Symptoms: Generic response or “I don’t understand”
Solution: Try rephrasing using keywords like “report”, “show me”, “what’s the”, or specific report names
Example: Instead of “people numbers”, try “show me headcount by department”

Issue: Wrong report is shown

Symptoms: AI shows a different report than expected
Solution: Be more specific in your question. Add domain keywords like “HR”, “training”, or “scheduling”
Example: Instead of “analytics”, try “training analytics” or “HR analytics”

Issue: Report link doesn’t work

Symptoms: 404 error or permission denied
Solution: Ensure you have access to the underlying report. Contact your administrator for permissions.

Issue: Chart doesn’t show data

Symptoms: Empty chart or “No data available”
Solution: Check that data exists for the time period. Try expanding the date range.

---

💡 Pro Tips

• Be specific: “Q4 turnover by department” works better than just “turnover”
• Use time references: “this month”, “last quarter”, “year to date”
• Ask follow-ups: After viewing a summary, ask for specific breakdowns
• Bookmark reports: For reports you use often, bookmark the full report page
• Train your team: Share common question phrases with your team for consistency

---

📚 Related Topics

• Ask AI Overview: Complete guide to the AI Assistant
• HR Reports: Detailed HR reporting documentation
• Training Analytics: Training and LMS reporting
• Scheduling Reports: Shift and schedule analytics

---

❓ Frequently Asked Questions

How accurate are the AI-generated insights?

The AI analyzes your actual business data in real-time. Insights are based on current data and standard analytical patterns. For critical decisions, always verify with the full report.

Can I create my own workflow templates?

Yes! Business administrators can create custom templates through Admin → AI & Automation → AI Workflows. This lets you add reports specific to your business needs.

Why doesn’t the AI show certain reports?

Some reports may not have workflow templates yet, or you may not have permission to access them. Check with your administrator for available reports.

Are the inline charts exportable?

The inline charts are quick summaries. For exportable data, click the “View Full Report” link to access the complete report with export options.

How do trigger phrases work?

The AI matches your question against trigger phrases using both exact matching and semantic understanding. If your question is close to a trigger phrase, the AI will still find the right template.

Can I disable certain workflow templates?

Administrators can deactivate templates they don’t want to be available. Go to Admin → AI Workflows and toggle the Active status.

What happens if multiple templates match my question?

The AI uses confidence scoring to select the best match. More specific questions lead to better matches.

Is my query data stored?

Queries are logged for improving the AI system but do not contain sensitive business data. Usage statistics help track which templates are most helpful.

---

🆕 Recent Updates

Version 1.0 (January 2026)

• Initial release with 98 pre-built workflow templates
• Support for HR, Training, EPMS, Scheduling, Service Desk, and Tasks domains
• Hybrid workflow type with inline charts and report links
• Semantic matching for natural language queries
• Admin interface for custom template creation

---

This guide covers AI Workflow Templates for quick report access. For detailed information about specific reports, see the individual report guides in the help center.