Workflow Creation with AI in Kissflow

The Spark: A Simple Idea, A Big Possibility

In the ever-expanding world of AI, it’s hard to ignore the buzz. Everywhere you look, products are integrating AI—whether it's a chatbot that helps answer questions or smart tools that automate daily tasks. At Kissflow, where the mission is to simplify complex workflows, the question naturally emerged:

Why can’t workflow creation be as easy as having a conversation?

It was a simple thought but packed with potential. The current reality for many Kissflow users is that creating workflows often involves technical steps, requiring input from IT experts or workflow specialists. Customers depend on others to set up their processes, leading to delays and frustration.

We asked ourselves, "What if users could just… chat their workflows into existence?" The idea was compelling: a conversation, not a configuration. That’s when Kissflow’s AI journey began.

The Problem: Complexity Gets in the Way

Many Kissflow users, particularly citizen developers, struggled with the complexity of traditional workflow creation methods. They needed external support, faced difficulties understanding different workflow modules, and lacked intuitive tools for managing tasks and priorities. This led to decreased productivity and a barrier to effective workflow management. We observed that users spent significant time navigating complex menus and forms, leading to frustration and delays. User feedback consistently highlighted the need for a more intuitive and user-friendly approach.

Okay, Let me tell in a story: 

Meet Ravi, a manager at a mid-sized company, who’s just been handed the task of creating a vendor approval process. Ravi isn’t a developer, and while Kissflow's low-code tools are user-friendly, he still finds himself lost in the options. He needs to:

• Decide whether to use a Process, Board, or App module.
• Set up approval rules, task assignments, and due dates.
• Ensure everything is completed on time—all without needing IT’s help.

Frustrated, Ravi thought, “Why does this feel so hard? Why can’t I just tell the system what I need?” He isn’t alone. Many users, like Ravi, need help navigating the nuances of workflow creation. This dependency slows down productivity and makes workflow creation feel like a chore.

The Vision: A Chat That Builds Workflows for You

Our primary objective was to create an AI-powered chatbot, Kissflow Assist, that would simplify workflow creation and management for citizen developers. This involved making the process more conversational and intuitive, reducing the need for technical expertise.
Our success metrics included: a high user adoption rate, significant reduction in task completion time, high accuracy of AI responses, and positive user satisfaction scores gathered through surveys and feedback analysis.

Come to the story now: 

Now, picture this: Ravi opens Kissflow, types into a chat box, “I need a vendor approval workflow with three levels of approval,” and within seconds, the AI—Kissflow Assist—responds:“Got it! Let’s set up a vendor approval process. Who should approve at each level?”

Ravi replies, “Level 1: Finance, Level 2: Procurement, Level 3: CEO.”

This is the power of Kissflow’s AI vision—a tool that listens, understands, and builds with you.

Real Stories: How AI Makes It Happen

Our research included analyzing user behavior patterns and how users naturally phrased their workflow requests. We observed common patterns like "Create a leave request workflow" or "Show me overdue tasks." We created user personas representing different levels of technical expertise within the citizen developer group.
This informed our design decisions to ensure inclusivity and ease of use for all user segments. We also conducted competitive analysis of similar AI-powered workflow solutions to identify best practices and areas for innovation. Lets see few scenario's. 

Scenario 1: Finding Overdue Tasks It’s Monday morning, and Priya is already feeling behind. She types into the AI chat, “What tasks are overdue?”

Within seconds, Kissflow Assist responds:“You have 5 overdue tasks. The most urgent one is updating the sales report, due two days ago.”

Priya breathes a sigh of relief. No digging through task lists—just instant clarity.

Scenario 2: Prioritizing Work with EaseArjun, a project manager, needs to focus on high-priority tasks. He types, “Show me my high-priority tasks.”

The AI instantly filters and displays only the critical tasks, helping Arjun focus on what truly matters.

Scenario 3: Generating Reports in a FlashSitting in a meeting, Kavita is asked about the sales performance in the USA compared to other regions. She quickly types, “Show me the sales report for the USA.”

Kissflow Assist responds with the latest data, saving Kavita from scrambling for answers.

Exploring the Possibilities

Right now, this AI-powered vision is still taking shape. We’re exploring, experimenting, and learning. We’ve identified key scenarios where conversational AI can have the most impact, like searching for overdue tasks, generating reports, and marking tasks complete—all from a simple chat.

The team is listening closely to users, refining designs, and testing interactions to make sure this isn’t just another AI feature—it’s the one that changes the game.

Challenges

A key challenge was accurately interpreting user intent, as users may phrase their requests in various ways. We addressed this by employing advanced natural language processing techniques and training the AI model on a wide range of user inputs. Another challenge involved balancing simplicity with the complexity of workflow creation. To mitigate this, we prioritized common use cases, such as creating simple approval workflows, and gradually expanding the AI's capabilities to support more complex scenarios.

Outcome

Kissflow Assist is a user-friendly AI chatbot that simplifies workflow management within the Kissflow platform. It allows citizen developers to create and manage workflows via natural language commands.  We plan to gather comprehensive user feedback after the official launch to continuously improve the AI's performance and capabilities.

Mostly every image is wireframe.

Empowering Everyone, No Matter Their Skills

Empowering Everyone, No Matter Their Skills

What excites us most is the potential impact:

• For users like Ravi and Priya, creating workflows will be frustration-free, fast, and intuitive.
• For Kissflow, this will position the platform as a pioneer in user-friendly AI-powered workflow creation.

Imagine a world where anyone—no matter their technical expertise—can build the workflows they need, simply by chatting. That’s the future Kissflow is creating, and we’re just getting started.

A Conversation, Not a Configuration

Kissflow’s journey into AI isn’t just about following trends; it’s about solving real problems with simple, human solutions. By transforming workflow creation into a chat-based experience, we’re making the complex problem in a simple solutions, empowering users to build, manage, and thrive—one conversation at a time.

And this is just the beginning.