AI Suggestions for Workflows

Introduction

TerraTrue AI Suggestions extends the power of AI Insights to accelerate your privacy and security reviews right where you need it most — within your custom workflows.

Review workflows often require analysts and business owners to spend considerable time sifting through supporting documentation — like vendor contracts, security policies, and technical specifications — to find accurate answers. This laborious task of manual information retrieval lengthens the review process and introduces the risk of human error.

TerraTrue AI Suggestions acts as an intelligent assistant, automatically utilizing associated documents to provide context-aware answers for your workflow questions. This allows your human experts to focus on high-value tasks like risk analysis and strategic guidance.

AI Suggestions leads to:

• Efficiency by dramatically reducing the time spent researching answers in lengthy documents, enabling quicker turnaround times for reviews.
• Accuracy through advanced semantic understanding, which interprets the meaning of a question and cross-references it with document context, ensuring highly relevant suggestions.
• Transparency by providing clear source citations for every suggestion, allowing for quick verification and building confidence in the AI's assistance.

Enabling TerraTrue AI Suggestions

The AI Suggestions feature is supported in the default product but must be enabled by your Customer Success Manager (CSM) on a per-workflow basis.

To begin using this feature, please contact your Customer Success Manager. Your CSM will partner with you to determine which specific review workflows will benefit most from AI Suggestions and enable the capability for those workflows.

Control over Insights you want: As the Workflow Manager, you maintain full control over the questions and structure of your workflow. The AI will generate suggestions based on the questions you have defined and the documents you have attached, ensuring that the suggestions and insights obtained are fully within your control.

How AI Suggestions Works

TerraTrue AI Suggestions uses Generative AI to automatically retrieve and propose answers to questions as you navigate a review workflow.

Context-Aware Intelligence

TerraTrue AI leverages all relevant documentation attached to your review entity to provide suggestions, ensuring it understands the full scope of your review:

• Documents directly uploaded to the associated launch
• Relevant information gathered during the workflow itself.

There are two ways to begin generating suggestions for workflows:

1. Automatic generation: Add documents directly to the launch. TerraTrue AI automatically begins generating suggestions for any AI-enabled workflows in the launch. Each time a document is added or removed, TerraTrue AI will automatically regenerate for any AI-enabled workflow that has not been started yet. 
2. Manual generation for each workflow: If documents have not been added to the launch yet, you can add documents to the launch within the workflow using the document panel. Then you can generate suggestions by clicking the “Generate” button. Once a workflow has been started, you can only regenerate suggestions manually when changes to the documents are made or detected.

Shown below is the document panel at the start of an AI Suggestions enabled workflow. Existing documents from the launch are automatically displayed here.

The user also has the option to add any new documents in this workflow context, where they get automatically added to the launch.

Asynchronous Processing and User Workflow

The AI suggestions are handled asynchronously to prevent any delay to your review process.

• When documents are added to a launch, TerraTrue AI automatically begins generating suggestions for all AI-enabled workflows in that launch that haven’t been started yet.
• A progress bar is displayed showing the completion status of the suggestions.
• You can start answering questions immediately — you do not have to wait for the suggestions to be complete. The AI will quickly catch up, and suggestions will appear in real-time as the suggestion becomes available.

The snapshot below shows the in-progress bar, which indicates that the suggestions for downstream questions are still being analyzed with AI, while the suggestion for the question in focus is already available.

On-Demand Suggestions

1. As you navigate a workflow, TerraTrue AI will quickly generate suggestions for questions within the workflow.
2. If the AI is able to generate a response, a suggested answer will appear inline.
3. If TerraTrue AI is not able to generate a suggestion, “No Suggestion” will appear.
4. The feature supports all standard question types, including Yes/No, multi-select checkbox, radio button choices, and short or detailed free-form text areas. The snapshot below illustrates suggestions being generated for two different question types — a multi-select checkbox and a free-form text area.
   
   Note: Taxonomy, File Upload, and Alert questions are not supported at this time. 

Full Transparency and Source Citations

Every AI suggestion includes full transparency with source citations for quick validation:

• A clear reference to the exact document that provided the information.
• The page number within the document where the source text is located.
• A link to download the document, if needed.

This transparency ensures you can quickly verify the suggestion and maintain human oversight over critical privacy and security decisions.

When the suggestion draws from multiple source documents, the "More Sources" button is available. Clicking this button will display additional reference material used to generate the suggestion as shown in the screenshot below.

Intelligent Assistant

The feature is designed as an intelligent assistant, putting the final decision in the hands of the reviewer. For any suggestion, you have the option to:

• Accept the suggestion (which populates the answer field).
• Dismiss the suggestion.
• Accept and then refine the suggestion. This could be editing the text response, or choosing additional multiple choice options, if appropriate. You can also directly edit a text response by clicking into the field

Continuous Improvement

• Dynamic Regeneration: If you upload a new attachment to the launch, TerraTrue AI intelligently regenerates suggestions to incorporate the latest information. If the workflow has not been started yet, this will happen automatically. If the workflow has already been started, you can regenerate suggestions for any question that has not been responded to yet by clicking on the “Generate” button in the document panel.
• You also have the option to manually regenerate suggestions for questions that have already been answered. The snapshot below highlights the Regenerate button available next to a question when document changes have been detected.

• Partnership for Accuracy: Given the rapidly evolving nature of AI technology, TerraTrue works closely with customers to review feedback and refine the underlying models, ensuring continuous improvement in the accuracy and usefulness of the suggestions.

Accelerating Reviews with "Apply All Suggestions"

To significantly reduce manual effort, you can now prefill an entire workflow with AI-generated responses in a single click.

This feature streamlines the review by removing the need to individually accept every suggestion.

Enabling the Feature The "Apply All" capability is off by default to allow for per-workflow control. Workflow Managers must manually enable it on a per-workflow basis within the Workflow Builder settings for the workflow. Once enabled, a panel will appear showing the total volume of suggestions found: "We found X suggestions across all pages in this workflow."

Smart Logic and Conflict Resolution To ensure the AI never overrides human intent, the "Apply All" feature follows this logic:

1. Preserving User Input: It will never overwrite a response you have manually entered, individually "Accepted," or "Dismissed."
2. Adaptive Totals: If you manually accept or dismiss a suggestion, the count in the "Apply All" panel will automatically update to reflect the remaining suggestions.
3. Exclusion of Regenerated Answers: If you manually trigger a "Regenerate" on a specific question, that "New Suggestion" state is excluded from the bulk action to prevent accidental overwrites of the most recent analysis.
4. Total Coverage & Conditional Logic: Suggestions are applied to the entire workflow, including questions currently hidden by conditional logic. If an AI-filled answer later reveals a downstream question, that question will already be prefilled if a suggestion existed for it.

Real-Time Progress Navigation

To help you stay better oriented during complex reviews, a new persistent navigation control is now available when filling the workflow response.

This control provides a real-time status of your progress, highlighting unanswered and required questions so you can address them before submission. To keep your workspace clean, this control automatically hides on shorter workflow pages that fit entirely within your browser view and only appears when scrolling is required. This universal control is available in all workflows, regardless of whether AI suggestions are enabled.

FAQ

I have AI suggestions based on a set of attachments to the launch. I add or remove an attachment. What happens?

When adding or removing an attachment to the launch, if AI suggestions have already been generated, the “Generate” button in the document panel will be enabled to allow you to regenerate AI suggestions.

• A new AI suggestion will be automatically generated for any question that you have not yet responded to.
• An AI suggestion will not automatically be generated for any question that you have already responded to. If you would like to see a new suggestion for a question that already has a response, you must choose “Regenerate Suggestion” for that question from the AI action menu (the sparkle button).

On regeneration:

• If the new AI suggestion is the same as the previous suggestion, “No Update” will be displayed. 
• If the new AI suggestion is different from the previous suggestion, “New Suggestion” will be displayed, which you can click to view and compare the new suggestion with your response. 
   

Does TerraTrue train models used for AI Suggestions using customer attachment data?

TerraTrue prioritizes your privacy. We never use customer attachment data to train our models. Data extracted from the documents you attach is solely for your use.

What AI content or attachment data does TerraTrue share with other customers?

Attachment insights and suggestions are never shared with other customers. They are stored securely in the same cloud environment as your other data, ensuring robust protection.

What is the data retention policy for this information?

AI Suggestions data is available for as long as you keep the workflow response which has those suggestions in the system. If you reset the workflow response, the suggestions are cleared out.

Who has access to the AI-generated content?

Your organization’s users have access to AI-generated content data in line with current access controls surrounding attachments and workflow responses.