Configuring AI guidelines for your space

Administrators who are also space managers can set custom AI guidelines within a space to help ensure that AI-powered features in Blueworks Live align with their company's modeling standards and business rules, industry regulations, and internal compliance requirements.

Important: This feature is currently a technology preview.

AI guidelines are custom instructions that you can configure to control how AI features generate content and provide recommendations in Blueworks Live. These guidelines act as guardrails that shape AI behavior to match your organization's specific needs. For example, if you set a guideline that says "Always use the term 'customer' instead of 'client'," the AI follows this rule in all its responses and generated content within that space.

AI guidelines help you maintain consistency and compliance across your organization by ensuring that AI-generated content:
  • Uses your company's preferred terminology and naming conventions
  • Follows industry-specific regulations and standards
  • Adheres to internal compliance requirements and policies
  • Reflects your organization's operating model and best practices
  • Maintains brand voice and communication standards

Without guidelines, AI features use general best practices that might not align with your specific requirements. With guidelines, you get AI assistance that understands and respects your organizational context.

Note: AI guidelines cannot override product features or change how tools function, and cannot modify user permissions or license restrictions. Guidelines work within the existing framework of Blueworks Live to shape AI content and recommendations, not to alter the product's core functionality.

Procedure

As an administrator with space manager permissions, follow these steps to add custom AI instructions within your space:
  1. In the Library > Spaces tab, open your space.
  2. Select the AI guidelines tab.
  3. Enter your guidelines in the text field.
    These guidelines apply to the following features:
    • Generating a process blueprint from text with AI.
    • Generating a process blueprint from an image with AI.
    • Responses from the Blueworks Live IQ chat assistant.
  4. Click Save.
Note: These guidelines aim to help you set boundaries and rules to tailor AI's responses to your specific needs. Accuracy of the output depend on the quality and clarity of the prompt. See the following best practices to understand how to best create your AI guidelines.

Best practices

Follow these guidelines to help ensure that AI correctly applies your instructions:
Be clear and actionable
Specify exact requirements and constraints with concrete instructions, for example:
  • "Always set the 'Owner' property to 'Compliance Team' whenever an activity mentions 'Audit'."
  • "Always prioritize reducing manual work over cutting costs."
  • "Keep answers brief. Use bullet points only."
  • "Estimate missing cost and duration values without asking first."
Define formatting and naming standards
Be specific about how text and properties should appear, for example:
  • "Name all activities starting with an action verb (for example 'Verify Invoice', not 'Invoice Verification')."
  • "Call activities 'steps' and lanes 'departments'."
Provide context when helpful
Explain the reasoning behind rules to improve AI inference, for example:
  • "We are a regional bank, so ignore international cross-border compliance steps unless explicitly asked."
  • "We are a financial services company. Always consider regulatory compliance when suggesting process improvements."
Avoid vague or contradictory instructions
Do not use:
  • Ambiguous commands such as "Make sure all processes look good and are efficient".
  • Contradictory rules, for example: "Keep process models under 5 steps, but always include detailed verification steps for all 8 departments."
  • Absolute restrictions without alternatives like "Never use gateways". Instead, use something like "Minimize the use of gateways, preferring parallel paths where possible."

Examples

The following examples show how AI guidelines can look like for different business domains.

Compliance and risk management
Every time a process involves 'Customer Data' or 'Financial Transactions', ensure there is a subsequent 'Risk Assessment' or 'Manager Approval' activity.

Never create an automated path that bypasses human approval for transactions over $10,000.

Always populate the 'Documentation' property with the specific compliance policy ID.
Supply chain and manufacturing
All manufacturing process models must include 'Cycle Time' and 'Cost' property values for every activity block.

If a process model exceeds 5 handoffs between different swimlanes (roles), automatically flag it in the process description with a note: 'Review for potential waste'
Procurement to pay
Whenever the BPMN model is created or updated within a procurement to pay domain, it must include an Exclusive Gateway that evaluates the applicable payment term flow (for example Net 30, Net 60, Net 90).

The gateway decision must be driven by business conditions such as supplier agreement, contract type, invoice amount, or other defined procurement payment policies, ensuring that the process follows the correct payment schedule branch.

Any purchase request that is above the configured approval threshold must trigger an approval workflow before purchase order creation.

Invoices must not proceed to payment unless a successful three-way match between Purchase Order, Goods Receipt, and Invoice has been completed.

Overdue invoices must trigger an escalation workflow and notify the responsible finance owner.

When asked to review the workflow and identify any information gaps that need to be completed, answer by adding the considerations about process‑structure constraints.