Process Performers: Current state discovery & observations

The Discovery capability is designed to help represent business processes with no effort. It operates by observing a user's workflow, taking notes, and engaging in a conversational interview to gather information. Its main purpose is to facilitate the creation and maintenance of processes as they exist today, similar to an always up to date Standard Operating Procedure (SOP).

There are 3 modes of discovery to assist you in observing and representing your current state:

• Companion
• AI Interviewer
• Direct Video or Document Upload

When you open the application, you'll land in one of two places:

• Process Index: You logged in directly through app.klarity.ai
• AI Interviewer: You received a "recording request" from your system administrator

AI Interviewer:

The AI Interviewer within the Klarity AI platform is an interactive and intelligent tool specifically designed to assist users in documenting complex business processes. 

• Session Configuration: Users can select the process to be captured before starting a recording session.
• Observation Mode: In this mode, AI Interviewer observes the user's screen and actions, taking notes as the user demonstrates a process.
• Guided Conversation Mode: In this mode, AI Interviewer guides the user through questions to understand the process details, identify pain points, exceptions, and automation opportunities. This includes discussions on stakeholders, business rules, errors, delays, and technical requirements for future automation.
• Process Documentation: AI Interviewer structures the gathered information into a comprehensive document, covering objectives, scope, pain points, risk analysis, and proposed future processes.

Essentially, it acts as an intelligent assistant to streamline the traditionally manual and time-consuming task of documenting complex business processes.
 

How Does the AI Interviewer Work? (Key Features)

Beyond its core functions of observing and conversing, the AI Interviewer provides several key features to guide and manage the documentation process effectively:

• Progress Tracking: The interface includes a visual progress bar (e.g., 64% to 100% complete) that clearly indicates how much of the interview has been covered. This helps users understand their advancement in the documentation process, ensuring all topics are thoroughly addressed.
• Session Controls: Users have full control over their interview sessions. Options include 'Just observe me' (to temporarily shift focus from conversation), screen sharing controls, microphone toggles, a pause function, and a clear 'End Session' button to conclude the documentation process.
• Structured Q&A: The AI Interviewer conducts a structured question-and-answer session. It prompts users to elaborate on process nuances, exceptions, and their vision for automation, often summarizing user input to confirm understanding and ensure accuracy.
• Contextual Summaries: It actively summarizes discussions throughout the session, consolidating key information about process objectives, stakeholders, systems, data, identified exceptions, and future automation visions. This continuous interaction and summary generation ensure all relevant aspects are thoroughly explored and captured.

Starting a brand new AI Interviewer Session

To begin documenting your business process with the Klarity AI Interviewer, you'll configure a new interview session. This involves navigating to the Klarity AI Interviewer page and following these steps:

1. Select the Process: Choose the specific process you intend to capture (e.g., 'Opportunity Close Out').
2. Initiate Session: Click the blue 'Start session' button. You might be prompted to enable screen sharing and audio to allow the AI to observe and interact effectively.

Here's an example of the session configuration interface: 

Identifying Pain Points with the AI Interviewer

The AI Interviewer is instrumental in helping users identify and document pain points within their processes. It achieves this by engaging in a structured Q&A session where it prompts users to discuss common errors, delays, and manual tasks. It captures valuable insights into inefficiencies, such as manual order form creation or system integration delays. For example, it can help document challenges related to contract amendments.

Direct File Upload

For other capture methods, review the Capturing Current State [Introduction & Quick Reference] article!

Data Security

Data Security and Privacy with the AI Interviewer

Security and privacy are paramount when utilizing the Klarity AI Interviewer for process documentation. We understand the critical nature of the information involved in your business processes, and therefore, robust measures are implemented to protect sensitive data during and after observation sessions.

Key aspects of our security approach include:

• Data Protection Standards: Adherence to industry-standard data protection protocols and best practices ensures the confidentiality and integrity of your information.
• Secure Session Management: All recorded sessions and captured data are handled with secure management practices, including controlled access and encrypted storage.
• Purpose-Limited Data Usage: Any data captured by the AI Interviewer is used strictly for the intended purpose of process documentation, analysis, and improvement. It is not leveraged for any other unauthorized uses.
• User Controls: You maintain control over your sessions with features like pause and end session, giving you the ability to manage what is being observed and recorded.

We are committed to safeguarding your information and ensuring a secure environment for documenting your most critical business workflows.