AI Business Process Automation: A Video Guide
AI business process automation in Planfix starts with a plain-text request: describe how your company works, and the built-in AI builds the workspace for you. If your team spends hours on routine setup, collecting client details by hand and reading endless work chats, the full set of AI tools built into Planfix can take much of that work off your hands. This short video shows how to digitize business processes with AI and hand routine steps to AI agents.
What you’ll learn: a chapter-by-chapter overview
- Set up a ready-to-use company workspace from a plain-text request (0:08).
- Digitize the process with auto-generated fields and request stages (0:48).
- Let the Interviewer answer clients and collect the information your team needs (1:07).
- Summarize discussions with AI using the Summarizer agent (1:22).
- Extract data from messages with AI, such as costs and budgets from contractors (1:32).
- Use the AI assistant in chat to translate, fix grammar, change tone and transcribe audio (1:44).
How to automate business processes with AI in Planfix, step by step
Step 1. Describe your process to the digital assistant
As the video shows, AI setup is available from your first login. Describe your business process in your own words and send the request to the digital assistant, and AI builds the structure of your workspace. Planfix calls this the first version of AI workspace setup, but the result already works and can be adjusted further.
Step 2. Digitize the process: fields and request stages
Planfix AI does more than draw a visual structure; it digitizes the process. It adds fields for storing important data and builds the stages for processing requests, ready to use with no additional setup. You can then fine-tune the system to your needs.
Step 3. Connect smart assistants to tasks
These smart assistants are AI agents configured on robots: open Employees → Robots, create or open a robot, activate the AI agent option and choose the agent type. Configure its fields, optionally add your own instructions, and add the agent to a task, or to the Object used for new tasks so it joins them automatically.
- Interviewer answers clients, asks follow-up questions and saves the answers to task or contact fields, then brings in a manager.
- Summarizer reads all task comments and keeps a short summary of the agreements in a selected text field, updating it as relevant comments arrive.
- Dataminer finds data such as service costs or an advertising budget in messages from contacts and places it in the right fields of the task card.
Step 4. Use the AI assistant in chat
For everyday work in chat, Planfix AI can translate a request into your native language, correct grammar, change the tone of a message, and expand text or shorten it to the key points. Grammar, tone and length changes live in the Comment assistant; the Translator handles both client messages and your replies (click Translate when replying). Planfix AI also transcribes audio files and call recordings; for calls, turn on Automatically transcribe call recordings in Account management → Planfix AI → Speech recognition.
Example: a flower shop workflow from one message
The video’s example is a flower shop. You describe its workflow in your own words, and from that single message AI creates:
- a section with notifications, a Kanban board and a delivery section;
- a personal planner for drivers with current and planned deliveries;
- a courier workload chart for the manager and florists;
- reports on key business metrics.
Who AI business process automation is for
Typical uses range from AI for CRM implementation to project management:
- Small business owners: get a working structure from a text description.
- Sales teams: the Interviewer handles incoming requests and hands the client to a manager with the answers already saved.
- Project managers: someone joining a task a week later reads the summary instead of 30 comments.
- Teams working with contractors: the Dataminer moves service costs and budgets from messages into task card fields.
- Client-facing teams: translate client messages, adjust tone and transcribe call recordings.
FAQ
Can Planfix AI set up a workspace from scratch?
Yes, in its first version: describe your business process in plain text, and AI builds a workspace with Objects, fields, request-processing stages and reports that you can fine-tune afterwards.
How is Planfix AI different from automated scripts?
Automated scripts run the actions you set for a specific event and conditions. AI agents handle unstructured input, such as free-form client messages, without any script configuration. Planfix AI and scripts also work together: the Send request to Planfix AI action runs in scripts for incoming emails, requests and web forms, or from a button in a task or contact card.
Does Planfix AI cost extra?
AI agents run on robots, which are free and don’t count as paid licenses, but only paid accounts can use them. AI tools consume AI credits: each account gets a limited number of free credits monthly, and you can buy more in the Subscription section. The Help Center lists the Translator as available from the Business plan onwards.
Start with one process and one AI agent
Pick one process your team handles every day and add one agent to its tasks. The Help Center explains how to add an AI agent to a task. Since the Summarizer and Dataminer read task comments, keep the discussion inside the task itself. New to Planfix? Sign up to try it.
This video was featured in What’s New in Planfix: July 2026.
