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AI Prepare Agent

The AI Prepare Agent prepares flow actions before they are presented for execution. Assigned as a preparer role, it applies configured logic and workspace context to shape how an action is staged, including setting titles and descriptions, attaching or replacing files, pre-filling form fields, and updating e-sign documents. Preparation is driven by predefined prompts and restrictions, extraction sources, and escalation rules defined by flow owners. By handling action setup consistently within the workflow, the AI Prepare Agent reduces avoidable issues and timely rework caused by inconsistent setup.

 

Key Benefits

  • Shortens time spent getting tasks ready by delivering prepared, pre-filled, or updated steps from the start.

  • Improves accuracy of action content by pulling from existing workspace files and defined sources.

  • Prepares work for human judgment by assembling required context and inputs before review or approval steps.

  • Standardizes how actions are staged across teams, reducing manual and costly errors.

  • Keeps preparation governed and auditable through defined rules, permissions, and escalation when confidence thresholds are not met.

 

Admin Configuration 


 

  1. Navigate to the Manage tab and click on AI Agents.
  2. Toggle on the AI Prepare Agent.


     
  3. Go to Connections and select an AI Service:
    1. Moxo AI (default), or
    2. Connect an external LLM via API key (OpenAI, Google Gemini, Anthropic Claude).

        
       
  4. Click Save to apply all settings.

 

Flow Template-Level Configuration

Flow owners configure how the Prepare Agent behaves within specific actions of a flow.

To set up the Prepare Agent:

  1. Open the desired Flow Template and click Edit.
  2. Select any action that supports preparation, and toggle on Require Preparation.
  3. Assign the AI Prepare Agent to the action’s preparer role.


     
  4. Go to Configure to set preparation and escalation rules for smoother process completion.


     
  5. Select Preparation Rules such as:
     
    • Pre-filling form fields from submitted files
    • Replace an e-sign document with submitted documents
    • Setting action titles via text or workspace variables
    • Updating the action description with files or workspace variables
  6. Configure Escalation details for when the agent will hand preparation off to a human if manual intervention is required.
  7. Review the available preparation options shown by the flow editor (options vary depending on the action type).
  8. Click Save to finalize configuration.

 

Example: Pre-Fill Forms with the AI Prepare Agent

Here’s how preparation works when used for Form actions:

  1. Select the target Form action and assign the Prepare Agent to the preparer role.
  2. Choose the source documents from prior actions to extract information from.
  3. The agent analyzes the files and extracts relevant data.
  4. It matches extracted details to corresponding form fields.
  5. The agent automatically pre-fills the form with any matching information.

 

Client Experience



 

Assignees experience the Prepare Agent seamlessly during task execution:

  • The Prepare Agent is visibly displayed as the Preparer on supported actions.
  • Action preparation occurs before an assignee begins the step.
  • Users receive actions that are already refined, updated, or pre-filled, reducing effort and enabling fast completion.

 

Best Practices

  • Use clear preparation prompts to ensure consistent outputs.
  • Attach only relevant workspace files when expecting the agent to pre-fill forms or update content.
  • Regularly review preparation outcomes and refine Prompts or Rules for more precise results.