Skip to Content
AiServa
Workflow Automation

AI agents do the steps. People make the calls.

Workflow automation on AiServa turns repeating, document-heavy processes into agents that read, extract, look up, compare, draft and route, then stop for a human decision. The agents, models and connectors all run on a server you own.

Start Free Trial arrow_forward See Examples
An operations lead at a large touch display showing a workflow flowchart with one approval step highlighted, colleagues working at laptops

The anatomy of an AI workflow.

  1. bolt01

    Trigger

    A person starts a task, with the files, emails or links to work on.

  2. psychology02

    Understand

    The model reads the documents and decides what they are and what is needed.

  3. build03

    Use Tools

    It searches the knowledge base, queries the ERP, calculates and compares, within its allow-list.

  4. how_to_reg04

    Human Decision

    It presents the result and evidence; a person approves, edits or rejects.

  5. task_alt05

    Commit and Record

    Approved work is written back, sent or filed, and the full trace is logged.

A manager about to tap Approve on a tablet showing a summarised purchase recommendation with its evidence, a printed quotation on the desk
Step four is always a person: the agent prepares the recommendation and the evidence, and a human approves, edits or rejects.

Six patterns cover most business processes.

inbox

Intake and Classify

Documents and emails arriving in a folder or mailbox are classified by type and urgency and routed to the right queue.

Examples: Shared inboxes, scanned post, supplier documents

data_object

Extract and Validate

Fields and tables are extracted, checked against rules and totals, and low-confidence values are sent to a person.

Examples: Invoices, claims, inspection reports, forms

compare_arrows

Match and Reconcile

Records are matched across sources, such as invoice to PO to delivery order, and every difference is listed.

Examples: Accounts payable, stock, bank reconciliations

balance

Compare and Recommend

Several options are aligned on the same basis and a recommendation is prepared with its reasoning.

Examples: Quotations, tenders, CVs

edit_document

Draft and Route

Letters, reports and replies are drafted from templates and records and sent to the approver.

Examples: NCRs, HR letters, client replies, management reports

monitoring

Monitor and Alert

Logs, registers and data a person hands over are checked and exceptions are summarised for the owner.

Examples: Missing PODs, expiring contracts, security logs

Twelve workflows, one per profession.

Incoming inspection to NCR

  1. 01

    Inspection report saved to the QA folder

  2. 02

    Values extracted and compared with the drawing

  3. 03

    Out-of-tolerance items flagged with evidence

  4. 04

    QA engineer reviews and confirms

  5. 05

    NCR drafted and supplier email prepared

  6. 06

    Everything logged against the batch

AiServa for Engineers

Guardrails that come with every agent.

Every agent is fenced in by the same six controls, and every run leaves a trace an auditor can read.

A monitor showing an audit trail of timestamped steps with one approval step highlighted, beside a locked server cabinet and a badge reader
verified_user

Allow-Listed Tools

Each agent has an explicit list of tools and systems it may use, read-only unless a write is required.

how_to_reg

Human Approval

Sending, posting, paying and approving always stop for a person, with the evidence in front of them.

badge

User-Scoped Permissions

An agent acts with the permissions of the person it works for, never an all-access service account.

timer

Step and Time Limits

Every run has a maximum number of steps and a time-out, so it cannot loop or run away.

receipt_long

Full Trace

What the agent read, which tools it called, what it proposed and who approved it are all logged.

undo

Reversible by Design

Drafts are created in a review state, so a rejected proposal leaves nothing half-done in your systems.

AI workflows, rules and RPA.

QuestionRules and ScriptsRPAAI Workflow on AiServa
A document in a new layoutBreaksBreaksRead by meaning
Free-text emailsKeyword guessesNot designed for itUnderstood and summarised
Entering data into old systemsNeeds an APIClicks through the screenAPI, export or hand-off to RPA
Explains its outputRule that firedRecorded stepsEvidence and citations
Where data is processedYour systemsYour systemsYour own AI server

Workflow Automation Questions

What is AI workflow automation?expand_more

AI workflow automation uses a language model as a step in a business process: it reads documents, extracts data, looks things up in your systems, compares, drafts and routes work to the right person. Unlike rule-based automation it handles documents in any layout and unstructured text such as emails.

What is an AI agent?expand_more

An AI agent is a language model that can take actions through tools, such as searching a knowledge base, querying an ERP or preparing a draft, and decide the next step from the result. On AiServa each agent may only use the tools it is allowed, under the permissions of the user it works for.

How is this different from RPA?expand_more

Robotic process automation replays fixed clicks and fields and breaks when a layout changes. An AI workflow reads meaning, so a quotation in a new format or an email phrased differently is still understood. The two work well together: AI reads and decides what the data is, RPA or an API enters it.

Can an AI agent send emails or make payments by itself?expand_more

Not on AiServa by default. Sending, posting, paying and approving are placed behind a human approval step. Agents prepare the work; people commit it. Every step is recorded in the audit trail.

Which processes should we automate first?expand_more

A process that repeats weekly or daily, reads documents in varying formats, has a clear owner and a measurable output: quotation comparison, invoice matching, inspection report intake, inbox triage and monthly report compilation are common first choices.

Does workflow automation need internet access?expand_more

No. The agents, models and connectors run on your AiServa server. They reach your internal systems over your own network, and can run in private-network or air-gapped mode.

Pick one process and automate it yourself.

Take the process that repeats every week, write it as a skill, connect the systems it needs and route the result through Approvals. Free for 14 days.

rocket_launch Start Free Trial chat Talk to Us