How to Properly Configure Procedure Properties with the AI Assistant

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Use Case – How to Properly Configure Procedure Properties with the AI Assistant

Once your process is generated using ROK’s generative AI, it’s time to focus on the details that matter most: procedure property settings.
This is where you define global behavior, metadata, execution options, and display preferences.

:magnifying_glass_tilted_left: The AI Assistant Can Help You:

  • Understand the purpose of each property
  • Choose the right settings for your specific use case
  • Configure faster — no need to search the documentation

:briefcase: Real-World Use Cases

:file_folder: 1. Manage a Compliance Procedure (e.g. DORA, GDPR…)

:brain: Ask the Assistant:
“I want users to select a mandatory category at launch.”

What’s configured:

  • Enable “A workflow category is mandatory”
  • Add a business category list (Finance, IT, HR…)

:rocket: 2. Launch Workflows with One Click from a Portal

:brain: Ask the Assistant:
“I want this workflow to start immediately without an intermediate screen.”

What’s configured:

  • Check “Start workflow with one click”
  • Ideal for simple use cases like equipment requests or incident reporting

:receipt: 3. Automatically Add Business Variables

:brain: Ask the Assistant:
“I want to store the type of access requested or the user’s name in procedure variables.”

What’s configured:

  • Create variables under “Workflow variables” (type: string, date, boolean, etc.)
  • These can be used in forms and rule logic

:artist_palette: 4. Customize Display for HR or Audit Viewing

:brain: Ask the Assistant:
“I want to hide the diagram and history for some user roles.”

What’s configured:

  • In the “Display” tab: check “Hide logigram HR data” and “Hide history in consultation”
  • Provides a cleaner view for non-technical roles

:counterclockwise_arrows_button: 5. Link the Procedure to Documentation or a Video

:brain: Ask the Assistant:
“I want to add a PDF document explaining the process.”

What’s configured:

  • Use the “EDM” section to add files (internal procedures, etc.)
  • Use the “Video” field to embed a tutorial or walkthrough

:robot: The AI Assistant Won’t Click for You — But It Will Show You How

It’s a smart guide: it explains options, best practices, and saves you precious time — without leaving you to figure it out alone.

:test_tube: Try these use cases yourself in ROK Free:

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