HEFLO now offers a feature that allows you to automatically assign the responsible of a task in a process using artificial intelligence.

This option lets you define detailed and flexible responsibility rules based on indicators, reports, and documents. Using your instructions, AI will analyze the information and automatically assign the most suitable person within the designated user group.

How to Create a Participant Definition of Type “Artificial Intelligence”

1. Open the process
   Access your process in the process editor.
2. Select a swimlane
   Click on the desired swimlane and open its properties.
   
   
3. Add an AI participant
   • Go to the Performer section.
   • Click the “+” icon to add a new participant definition, or click Edit to modify an existing one.
   • In the Type field, choose Artificial Intelligence.
     
     
   • Give a name to this participant.
4. Associate a user group
   Select a user group. This way, AI will only choose from the people defined in that group.
   
   Note: This participant definition supports only groups—individual users are not allowed. Additionally, you can select only one group per definition.

Define Rules with a Prompt

You can customize the AI logic by writing a prompt. based on information you type directly, attach as a document, or include from custom reports created in your HEFLO environment.An example using typed text and form field references is shown below.

Example: let’s add a field named “Type” in the first task, and define the following rules:

• If the request is related to Marketing, AI will select Mary Davis.
  
• If the request is related to Finance, AI will select Bill Evans.
  
• If the request is related to Supply, AI will select John Williams.
  

👉 Example prompt:

These rules will be automatically analyzed to determine the correct responsibility when the work item moves from Task 1 to Task 2.

Using Documents as a Reference

In addition to text fields, you can provide attachments in your forms through a “Files Upload” field (e.g., a PDF document with instructions or additional information). AI will use this data to make a decision on the correct responsibility.

Using a HEFLO Report

Finally, You can also combine a prompt with a report generated in HEFLO.
This allows AI to select the responsible based on dynamic information, such as:

• the number of instances currently assigned to each person in the group,
  
• deadlines,
  
• or other operational criteria.

Key Points to Remember

• Selection delay: AI takes about 10 seconds to assign a responsible. Wait for this delay before continuing the task flow.
  
• Flexibility: combine prompt + attachment to further refine your assignment rules.
  
• User groups: ensure your groups are properly configured so AI has consistent options to choose from. More information concerning user groups: Groups.
  

Important: This feature requires that you associate your OpenAI key with your HEFLO environment.

For more information on how to set up your OpenAI key in HEFLO, see: Fully use Artificial Intelligence functionality with your OpenAI account.

Conclusion

With this new feature, you can automate and greatly enhance your task assignment logic. By analyzing your prompts, available documents, and business data, the AI selects the most suitable person within the designated user group — ensuring context-aware and rule-driven task distribution.