20 Ways to Unlock the Power of AI Action in Willow360

If a person would normally read a document to decide something about that document, AI Action can usually help automate that decision.

Below are 20 practical, real-world problems you can solve today using AI Action in Willow360.

1. Detecting Missing Purchase Order Numbers

Problem: An invoice is uploaded without a PO number.

AI Question:
“Does this invoice contain a purchase order number?”

Use in Workflow:
Run a follow-up or correction action only if the answer is No.

2. High-Value Invoice Control

Problem: Large invoices require approval.

AI Question:
“What is the total amount on this invoice?”

Use in Workflow:
The Approve action runs only when the amount exceeds your threshold.

3. Checking Invoice Accuracy

Problem: The total shown does not match the line items.

AI Question:
“Does the total amount match the sum of the line items?”

Use in Workflow:
Run a review action only if the answer is No.

4. Preventing Unsigned Contracts

Problem: Contracts are processed without signatures.

AI Question:
“Has this document been signed?”

Use in Workflow:
The signing action runs only when Signed equals No.

5. Automatic Document Classification

Problem: Different document types enter the same workflow.

AI Question:
“What type of document is this?”

Use in Workflow:
Actions run or are skipped based on the detected document type.

6. Intelligent File Naming

Problem: Files are uploaded as scan001.pdf or similar.

AI Question:
“Provide a short description of this file that could be used as a filename.”

Use in Workflow:
Use the Rename action to automatically apply meaningful file names.

7. Checking for Required Declarations

Problem: Forms are submitted without required declaration sections.

AI Question:
“Does this document include a completed declaration section?”

Use in Workflow:
Run a follow-up action if the declaration is missing.

8. Extracting Expiry Dates

Problem: Certificates and licences contain expiry dates that must be monitored.

AI Question:
“What is the expiry date shown in this document?”

Use in Workflow:
Use the extracted date in conditions for reminders or escalation.

9. Identifying Urgent Documents

Problem: Some documents require priority handling.

AI Question:
“Is this document marked as urgent?”

Use in Workflow:
Priority-related actions run only when urgency is detected.

10. Extracting Contact Information

Problem: Email addresses must be copied manually.

AI Question:
“What is the customer email address shown?”

Use in Workflow:
Automatically insert the email into notification actions.

11. Detecting Missing Signatures on Forms

Problem: Forms are submitted unsigned.

AI Question:
“Is there a handwritten signature visible?”

Use in Workflow:
Run signing or review action only when no signature is detected.

12. Identifying Handwritten Amendments

Problem: Handwritten changes require additional review.

AI Question:
“Does this document contain handwritten changes?”

Use in Workflow:
Run a manual review action only when handwritten content exists.

13. Risk Keyword Detection

Problem: Certain wording may indicate elevated risk.

AI Question:
“Does this document contain wording related to dispute or termination?”

Use in Workflow:
Escalation actions run only when relevant wording is found.

14. Extracting Identity Details

Problem: Key identity details must be captured from ID documents.

AI Question:
“What is the full name shown on this passport?”

Use in Workflow:
Store and reuse within the workflow for validation or notifications.

15. Supplier Identification

Problem: Documents need to be organised by supplier name.

AI Question:
“What is the supplier name shown in this document?”

Use in Workflow:
Use metadata in storage paths or naming conventions.

16. Contract Value Threshold Control

Problem: High-value contracts require additional oversight.

AI Question:
“What is the total contract value?”

Use in Workflow:
Oversight actions run only when the value exceeds your defined limit.

17. Detecting Incomplete Application Forms

Problem: Application forms are submitted with sections left blank or partially completed.

AI Question:
“Does this document appear to have incomplete or missing sections?”

Use in Workflow:
Run a review or correction action only when incomplete information is detected.

18. Department Relevance Detection

Problem: The document content determines which internal actions should run.

AI Question:
“Which department is this document most relevant to?”

Use in Workflow:
Department-specific actions run conditionally.

19. Extracting Reference Numbers

Problem: Reference IDs must be captured consistently.

AI Question:
“What reference number appears in this document?”

Use in Workflow:
Store and reuse the reference within the workflow.

20. Smart One-Sentence Summary

Problem: Reviewers do not have time to read long documents.

AI Question:
“Summarise this document in one sentence.”

Use in Workflow:
Store the summary as metadata for dashboards, notifications or review steps.

Important Principle

AI Action works on the current file within the current workflow.

It:

Reads the document

Stores answers as metadata

Allows actions to run or be skipped based on that metadata

Start Small. Experiment.

You do not need to redesign your entire workflow.

Start with one question.
Replace one manual check.
Improve one decision point.

The more you experiment, the more opportunities you will discover.

AI Action is not just about extracting data.
It is about letting your workflows understand the documents they process.