Workflows: AI Workflow Node

This article explains the AI Workflow, which can be configured as part of Workflows to perform AI-driven tasks, such as generating content, analyzing images, or performing calculations based on given instructions. Learn more about using workflows in Clappia here.

The AI Workflow provides multiple AI options to choose from, allowing you to select the one that best suits the results you need. Using AI consumes AI credits based on the selected AI provider. Clappia AI (beta) is one of the available options and provides 5,000 AI calls per workplace per month, available to both free and paid workplaces. The other AI providers provides up to 100 AI calls per month. You can purchase additional usage for either Clappia AI or other AI providers.

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Used For

• Automating content generation, summaries, or calculations within workflows.
• Extracting information or analyzing images, such as detecting defects in uploaded photos.
• Creating dynamic responses or outputs that can be used in subsequent workflow actions, like emails, notifications, or submissions.

Editing the Node

After you have added the AI workflow node to the app, you will be able to configure it. Once you have added the node or clicked on it, a right panel will appear where you can proceed to configure that node.

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Step Name

This is the name that appears in the Workflow on the left side (on the node). If there are multiple AI Workflow Nodes in the workflow, set different step names like AI Analysis for Defects or AI Text Generation.

LLM

Clappia AI (beta) is Clappia's built-in AI option. It provides one default model and can analyse text and images without requiring you to connect your own AI provider API key.

Each provider has its own strengths, and you may need to experiment with different ones to get the output that best suits your use case.

AI Model

Once an LLM is selected, this dropdown shows the corresponding list of available models. Choose a model from the list to power your AI interaction. The different models available allow you to experiment and find the one that provides the most accurate or relevant responses for your task.

When you select Clappia AI (beta), the AI Model is set to Default. Currently, Clappia AI provides one default model.

Note: The output may vary slightly depending on the model chosen, even if the instructions are the same. If needed, test your instructions on the provider’s platform before using them in the app to reduce unnecessary AI calls.

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Some models are marked as Deprecated. These models have been removed by the LLM provider and are no longer supported. They are still shown in the UI only because some users may have previously configured their apps using these models. Removing them from the UI would break those existing configurations.

Deprecated models cannot be newly selected or saved when configuring the AI block. If an app was already configured using a deprecated model, the block will fail when it runs and return an error. In such cases, the admin must edit the block and switch to a supported model for the AI block to work again. This behaviour applies to Gemini as well as any other provider where models have been deprecated.

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Instructions

Type specific instructions here for the AI to follow. Type in the exact instructions to display the data that is needed and to remove any unwanted text generated by the AI. For example:

• “Summarize the inspection report uploaded.”
• “Detect any defects in the machinery control panel image and generate a list of issues found.”
• “Generate a response email to inform the applicant of their application status.”

You can use field variables from the app to dynamically include data in the AI's instructions, enabling personalized and context-aware responses. To pull variables from the app, simply type in @ followed by the field name.

Note: Tweak your instructions to get the required results before distributing the app to users.

File Handling

The AI Workflow Node supports analysing uploaded PDFs and images via field variables. For example, you can use variables from a Camera, Images & Files block to allow the AI to interpret the file contents.

Note: Claude can read PDFs of up to 100 pages. Only document file types are currently supported. More formats may be supported in future based on LLM capabilities.

Support for file analysis depends on the selected LLM and model. While the AI block allows PDFs and images to be uploaded, some LLMs and specific models do not support image analysis, document analysis, or both.

When such a model is selected, this limitation is shown clearly in the configuration panel using a warning message displayed in yellow, specifying whether the selected model does not support images, documents, or both. In these cases, any unsupported files are ignored, and the AI block processes only the text instructions and referenced fields.

For example, certain Gemini models are text-only and do not support image or document analysis, some Grok models support image analysis but do not support document analysis, and all currently available Llama models are text-only and do not support file analysis.

Clappia AI (beta) supports text and image analysis. You can use it to analyse text entered in the app or images uploaded through blocks such as the Camera, Images & Files block.

Clappia AI does not support PDF or other document analysis. When a PDF or document field is referenced in the instructions, a warning is displayed in the configuration panel to indicate that document analysis is not supported. The document will not be analysed by Clappia AI.

Parent Step

The parent step refers to the function that is directly above the AI Workflow Node in the workflow. This might be a Start node or another preceding workflow node.

Enable This Step

This step is enabled by default. Disable this step to stop the AI Workflow Node and any nodes below it from executing.

Variable Name

Once the AI Workflow Node is saved, it generates a unique Variable Name for the node (e.g., ai). This variable stores the output generated by the AI, based on the instructions given. You can use this variable in subsequent workflow nodes to reference the AI-generated output directly, allowing for dynamic automation based on the AI results. Again, to pull up the variable for the workflow node, type in @ followed by the workflow node’s name.

Using Variable Name in Other Workflow Nodes

The Variable Name created by the AI node can be integrated into other workflow nodes to automate actions. Here are some examples:

• Email Node: Use the variable (e.g., {ai}) in the Body field of an Email Node to automatically include the AI-generated output in emails. For example, if the AI generates a response email to a customer inquiry, the variable can populate the body of the email, making it easy to send personalized responses without manual entry.
• If Node: The variable can be referenced in conditions within an If Node to trigger different actions. For instance, if the AI output is a summary of survey feedback, you could use LEFT({ai}, 10) = "Positive" to check if the summary starts with “Positive,” triggering different follow-up actions based on sentiment.
• Create Submission Node: You can use the variable to automatically populate fields in a new submission, creating a record of the AI’s output within another app.

This variable-driven approach enhances flexibility, enabling you to apply the AI output dynamically across different parts of the workflow.

Example

A manufacturing facility performs routine inspections on control panels for critical machinery to ensure ongoing functionality and safety compliance. Inspectors photograph the panel, and the AI Workflow Node analyzes the image to identify potential issues due to wear and tear.

Workflow Configurations

AI Node
Step Name: AI

LLM: OpenAI

AI Model: gpt-4o

Instructions: Analyse the image in {upload_ima} to check for defects such as missing buttons, damaged displays, loose wiring, misaligned labels, Loose or Missing Screws and Rust or Corrosion. Generate a report that begins with 'Defect Detected' if issues are found, listing each defect. If no issues, return output as 'No Defects'.

In the instructions, the variable {upload_ima} has been used as there is a Camera, Images & Files block added to the app with that variable name.

If Node

Condition: LEFT({ai1}, 15) = "Defect Detected"

If Node

Condition: LEFT({ai1}, 15) = "No Defects"

Email Nodes

Body: {ai1}
Rest of the configurations for this node as per user requirement. Check here to see how to configure the email node.

Once a submission is made with the image uploaded;

The workflow begins, and the AI node processes the image as per instruction. As per the workflow the email is received as seen in the image below;

The body of the email, instead of being manually written, dynamically takes the output generated by the ai which is a complete report as asked in the instruction of the AI node. Modify the instructions to get different results as per requirements.

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Output Fields

Use Output Fields to store specific values extracted by the AI so they can be used later in the workflow.

For example, suppose users upload an invoice through a Camera block and your AI instructions ask the AI to extract the buyer's email address, invoice date, invoice number, and total amount.

In Output Fields, enter the name of each value you want to store, such as Email, Date, Invoice, and Total. Click Add another field to create additional output fields.

When the AI Workflow runs, the extracted values are stored in these output fields as workflow variables.

You can reference these variables in any workflow node that appears after the AI Workflow node. For example, if an Email workflow node is placed below the AI Workflow node, type @ followed by ai or the workflow name in the Email Address field and select ai#Email. The email will be sent to the email address extracted by the AI.

Similarly, you can use variables such as ai#Date, ai#Invoice, and ai#Total in the email body or anywhere else that supports workflow variables. This allows you to extract information once using AI and reuse it throughout the rest of the workflow.

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Usage Limits and Add-on

Clappia provides two separate AI usage pools.

The existing AI usage limit is 100 calls per month, shared between the AI Block and AI Workflow Node. This limit applies when using supported AI providers such as OpenAI, Claude, Gemini, Mistral, Grok, and other available providers through Clappia.

Clappia AI (beta) has a separate usage limit of 5,000 calls per workplace per month. This limit is available to both free and paid workplaces.

Calls made using Clappia AI do not consume the existing 100 AI call limit. Similarly, calls made using other AI providers do not consume the 5,000 Clappia AI call limit.

Clappia AI usage is counted when it is successfully used through:

• The AI Block in an app on the web
• The AI Workflow Node
• The Clappia mobile app

You can view your Clappia AI usage and the monthly 5,000-call limit from Workplace Settings > Billings. Your AI usage can also be seen in the Billings tab.

Workplace admins receive usage notifications when Clappia AI reaches:

• 80% of the monthly limit
• 90% of the monthly limit
• 100% of the monthly limit

Once the 5,000-call monthly limit is reached, further Clappia AI requests cannot be processed until additional usage is available. Other AI providers continue to use their own usage limits independently.

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Using Your Own AI API Key

If you already have your own API key for the AI provider you wish to use (such as OpenAI, Claude, Gemini, Mistral, or Grok), you can connect that key in Clappia and continue to use the AI workflow. This bypasses the usage limit in Clappia or the need for add-ons and you can continue to use the AI workflow.

Custom AI provider API keys cannot be used with Clappia AI (beta). Clappia AI uses Clappia's built-in AI service and is subject to its separate 5,000 calls per workplace per month usage limit.

To connect your own AI API key, open your app, go to Design App > Configurations > Third Party Integrations.
On the right panel, enter your API key for the selected AI provider and save.

Once connected, the AI Workflow Node will use your API key for processing requests.

When using your own API key:

• The AI usage is billed directly by your AI provider.
• The usage limits depend entirely on your AI provider account plan.
• Clappia’s built-in 100 monthly AI usage limit does not apply when using your own API key. The separate Clappia AI usage limit also applies only to Clappia AI and cannot be bypassed using a custom API key.

This allows you to control AI usage limits and billing directly through your AI provider account.

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Note

• This is a beta version of the AI service available as an optional add-on. It is not included in any plan.
• The block uses APIs to interact with external LLMs. Use of this feature implies agreement with the terms and conditions of the selected model provider.
• The AI Workflow Node has a monthly output limit of 100. If you are also using the AI Block in the Design App, the combined output limit for both the AI Workflow Node and the AI Block will be capped at 100 per month.
• To avoid exceeding the usage limit in Clappia, you can test and refine your instructions directly on the AI platform. Once you’re satisfied with the responses, apply them within Clappia for final testing.

Note on Workflows and Bulk Operations

Workflows in Clappia run on individual submissions, such as when a user submits or manually edits a record. However, when using Bulk Upload or Bulk Edit from the Submissions tab, workflows are not triggered, even though new submissions may be added or existing ones updated.

This is because workflows are designed to process one submission at a time. Triggering them for bulk operations can lead to incomplete or inconsistent results, especially for complex workflows.

If you need workflows to run after a bulk operation, currently you will need to open each submission manually and save it. This will count as an edit and trigger the workflow normally.