Introduction
Your AI assistant can make changes in ComplyFlow for you, as well as reading information. For example, it can add a site, update a worker's details, report an incident, close an inspection action or record training.
Write access is available on request. Your assistant can read your data as soon as AI assistant access is turned on. To let it make changes, your organisation needs to ask ComplyFlow support to turn on write access.
This guide explains what it can change, what it needs before it can make changes, and how to use it safely.
Every change is made in your name. ComplyFlow records you as the person who made it, exactly as if you'd made it on screen. Treat a request to your assistant the same way you'd treat doing the task yourself.
What your assistant needs to make changes
Three things must all allow a change:
1. Write access is turned on for your organisation. It's available on request. Contact ComplyFlow support to ask for it. Until it's on, your assistant can read your data but can't change anything.
2. The connection allows it. The token or connection must include the "write" item for that area, for example Workers (write). If you created a read-only token, the assistant can't change anything.
3. You're allowed to do it. You must have permission to make that change in ComplyFlow yourself, for that module and site. A write item never gives you more than your own permissions.
If any of these is missing, nothing changes. Refer to AI assistants: troubleshooting, limits and FAQ.
What can be changed
Area | What your assistant can do |
Sites | Create and update sites, assign or remove suppliers, add staff (removing staff from a site is done on screen), upload and update site documents |
Suppliers | Invite suppliers, update their details, change their categories and sites, add or remove additional document requirements |
Workers | Update details, activate or deactivate, change categories, departments and document requirements, upload or expire documents, assign to sites, add or delete comments |
Staff | Invite staff, update details, activate or deactivate, change permissions, add competencies and notes |
Incidents | Report incidents, add corrective actions and log activity on them, open and update investigations, sign off incidents |
Inspections | Start an inspection from a template or create one, record results on checklist items, close inspection actions, add photos to actions, and create, update, schedule or delete inspection templates |
Training | Assign or remove online courses, record completions, expire training records, mark attendance at offline sessions |
Plant | Add plant items, update them, archive or reactivate them, change their categories and sites |
Permits and forms | Create permits and simple forms, save answers (except checkbox and radio-button questions), submit and approve sections, request information from the applicant, put on hold, extend, expire, cancel, uncancel and reactivate permits |
Risk Register | Create and update risks, add controls, attach a risk to a site, add hazards |
Your assistant can't delete records, apart from worker comments, inspection templates and inspection template schedules. It can't change your account settings or configuration.
Before you start: use it safely
Start with read-only. Give your first token or connection read items only. Add write items when you're comfortable with the answers you're getting.
Ask it to show you first. For example: "Tell me exactly what you'll change before you do it, and wait for me to say yes."
Approve each change. When your AI app asks permission to use a ComplyFlow tool, choose Allow once for changes, rather than "always allow".
One important change at a time. Bulk requests such as "update all workers at this site" are harder to check. Do a small batch first.
Check the result in ComplyFlow. Open the record and confirm the change looks right.
Watch for real emails. Some changes send the same emails they would from the screen. These include inviting suppliers or staff, assigning a corrective action, submitting an incident and raising a permit request.
Good examples
"Using ComplyFlow, add a corrective action to incident 1589 to replace the damaged handrail, assigned to [staff name], due next Friday. Show me the details before you save it."
"Using ComplyFlow, record that [worker name] completed [course name] today."
"Using ComplyFlow, invite [supplier name] at [email] and assign them to [site name]. Confirm the details first."
"Using ComplyFlow, close inspection action [reference] with the comment 'Guard replaced and checked'."
"Using ComplyFlow, put permit [number] on hold until the crane inspection is done."
Things to know
Your assistant checks before guessing. If a request could match more than one record, for example two suppliers with the same ABN or several checklist items, the assistant should ask you which one you mean. If it doesn't ask, check its answer before saying yes.
Check before repeating a change. If you're not sure a change went through, ask your assistant to look the record up first rather than asking it to make the change again.
Approvals still apply. Records created through your assistant go through the same approval steps as on screen. For example, a permit created by your assistant starts as a new application. It can only be issued through your assistant if your organisation uses permit issuers and you're allowed to issue that permit.
Reporting incidents: unless you say otherwise, an incident reported through your assistant is submitted straight away and notifications are sent. Ask your assistant to save it as a draft, then open it in ComplyFlow to check and submit it. Submitting through an assistant can fail for organisations that use incident notification groups. We're fixing this.
Inspection actions assigned to a worker or supplier contact can show as "unassigned" to your assistant. Don't ask it to reassign actions it says are unassigned until you've checked them in ComplyFlow. We're fixing this.
Checkbox and radio-button questions on forms and permits can't be answered through your assistant yet. Fill those in on screen. We're fixing this.
Changes are limited to 60 a minute. If you make a lot of changes quickly, you may see "too many requests". Wait a minute and carry on.
Undoing a change: your assistant can reverse most changes, for example reactivating a worker or uncancelling a permit. You can also undo them on screen in ComplyFlow.
Related guides
Refer to Signing in with an AI app or using a Personal API Token, to choose read or write when you connect
Refer to Giving staff access to AI assistants