Fluency is mostly powered by our internal algorithm, but there is an AI model that is implemented in the final stages of automated process documentation. As a result, there are a few things users can do to improve the quality and accuracy of output.
Use the smartest AI model possible
When you begin recording a process on the Fluency Application, you will be prompted to select the power of the model (intelligence). If you are not in a rush, we highly recommend using the smartest model available. This model represents the latest in LLM technology paired with our algorithm - as a result, this means you will get the most accurate automated process documentation currently possible.
Move through the process slowly
Fluency captures each step in the computer's language, and will typically be able to capture a process regardless of how quickly you move through it - however, we highly recommend stepping as clearly through the process as possible. Whilst this may be a little slower, it's certainly faster than typing out each step manually! Make sure you are clear with each step and click.
Make clear steps (clicks)
Following on from the last tip, Fluency records each 'step' in a process as a 'click' on the computer - this means if you want to capture something, we recommend making a click where relevant. It's important to keep this in mind when constructing a process, and avoid spam-clicking.
Provide as much context as possible
When you click 'Record New Process', the popup will prompt you to provide a 'Process Description'. The information here will be used to inform the AI model's output - make sure it is detailed and clear as possible. If you can provide structured context, this will improve the accuracy of the automated process documentation.
For example:
"In this process, I will open Excel and confirm the order quantity on the Sample Invoice. I will save the spreadsheet as a PDF. I will then open Outlook, compose a new email, and send it to my manager for approval".
Typically, descriptions do not need to be this detailed - but the more detailed, the better.
Break down processes where possible
Rather than record one complex 500 step process (which you can do), we recommend breaking processes down where possible. For instance, rather than document 'How to Onboard a new Employee', you can break it into 'How to add a new employee to Xero', 'How to send an orientation email', 'How to create a new employee Email'. This way, the AI model can run context across each individual process, and Fluency can understand the context in more granular detail. Our roadmap will also be able to link these processes within the context of your business (Automated Workflow Mapping).
Always check automated process documentation output
Fluency is the most accurate automated process documentation platform available. It is the only tool built for Enterprises, which require detailed process descriptions. However, AI is an emerging technology and must always be checked for any errors or missing pieces of context. Ensure you quickly read through the outputted documentation and make edits where needed. Fluency is equipped with a full editing suite, allowing you to add notes, edit text, change click locations, and more.
Stay on task
Ensure the captured process is actually what you are trying to document - if you get a Teams message half way through, and get distracted and start another task altogether, this is going to confuse the model (not to mention anyone trying to follow your document!). If this does happen, we recommend starting a new process. You can easily begin recording a process half way through an existing process in the Fluency application.
The principle of least privilege ensures that users have the minimum level of access necessary to perform their tasks, reducing the risk of unauthorised access and data breaches.
Fluency automatically incorporates this principle by scoping processes to the user who created them, requiring manual assignment for team sharing.
We recommend that users only assign processes to those who need access, avoiding unnecessary sharing to maintain security. This approach helps safeguard sensitive information and ensures compliance with best practices for data protection.
You can easily access the teams that you are a part of, and manage team access in the Fluency application sidebar.
For enterprise plans, we offer implementation free of charge. As part of this, our implementation team can help set up teams and organisations for you. Contact us to learn more.
At Fluency, we pride ourselves on being an Agile company that responds to customer feedback - if you run into a bug, need help on getting set up, or have a feature request, let us know! You can easily submit feedback using the 'Feedback' section on the sidebar, or contact us at:
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