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Managing workflows with Mazlan
Who is this article for?
Users looking to manage workflows with the help of Ideagen Mazlan.
Ideagen Mazlan access is required. Edit Workflow permissions are required. You must be a responsible party for the workflow instance.
The Workflow Assistant, powered by Ideagen Mazlan, helps you edit a workflow instance using plain English. It identifies the instance, summarises its current step, status, holder, and recent history, checks your access, then assists you in updating fields with suggested values before saving.
For each field, Mazlan suggests a value based on the current data and history, which you can accept or change. You remain in control of all entries.
The assistant only makes changes after your confirmation. Unlike the read-only Inbox Assistant, it collects your edits, shows a summary of changes, and updates the instance in one batch once you approve. It suggests but never decides for you.
This article explains where to access the functionality and how to get the most out of it.
This is a pilot feature
This feature is available to selected pilot users only. It is disabled by default and must be enabled for your account by your Ideagen contact.
Accessing the assistant
To access the assistant:
- Navigate to your Modern Inbox.
You will need to set it up if you don't currently use the modern experience. - Click the Mazlan AI button (indicated by the AI icon).
The chat panel will open on the right-hand side of the screen.
No Ideagen Mazlan button?
If the Mazlan AI button is not visible, the feature has not been enabled for your tenant. Contact your Ideagen Customer Success Manager.
Using the assistant
The Workflow Assistant follows a guided conversation across several stages:
- Get briefed on a task - Mazlan waits for your input, expecting an instance ID. Once given input, Mazlan identifies the instance and gives you a briefing.
Tip
Mazlan needs the instance ID for every request and won't assume it from an earlier message - -even for the same instance - so include it each time. If you don't provide one, Mazlan will ask for it.
- Complete or update step fields - Mazlan interprets your plain-language input, maps it to available fields, and returns the output to you for review.
- Get a suggested value for a field - Mazlan suggests a value you can use to update each of the fields.
- See where it can go next - Mazlan lists routes available to take from your current workflow step.
We will cover each step in more detail to help you manage workflows easily.
Process
Getting briefed on a task
When you give Mazlan an instance ID, it identifies the instance and gives you a plain-language briefing before you type anything else.
The briefing tells you:
- What the task is and the step you are currently on
- Who it's with now - the person or group the task is pending with (usually you, as the responsible party)
- Recent activity - the most recent routing history entries
- Where it can go next - the routes available from this step
- What you can edit - the fields on this step, split into required vs optional, and which already have a value versus which are empty
If you only have view access to the instance, Mazlan will say so plainly and stop - it won't attempt any edits, but you can still ask about the instance's status or history.
Example
You: Can you help me work on Workflow Task 104766?
Mazlan: You're working on Id(104766): Proficiency Test - currently at the Report Possible Non-conformance step.
Who it's with now: Sam Lee (you)<br>
Recent activity: No routing history yet - this is the initial step.<br>
Where it can go next: Ready for Non-conformance Categorization
You have full edit access to this workflow instance. Let me fetch what fields
you can edit on this step.
Mazlan lists editable fields, including empty ones (Supervisor, Short Non-Conformance Description, Lab Case #(s), Collaborators) and those you can update (Occurrence Date, Laboratory Location, Lab Director, Discipline, Non-Conformance Type, etc.), then asks what you'd like to change or add.
Completing or updating step fields
At this step, you tell Mazlan what to enter in plain English; no need to know exact field names. Mazlan interprets your input, maps it to the correct fields, and previews changes before applying:
- Mazlan first asks about required empty fields, then any others you want to change.
- For each field, it suggests a value you can accept or replace.
For list and personnel fields, your choice replaces the entire current selection.
For subform tables, Mazlan only adds new rows; it never edits or removes existing ones. - Dates are entered as date only, no time.
- You describe changes conversationally.
- Mazlan shows a summary listing each field as (current value) → (new value).
- Changes are applied only after your explicit confirmation, all at once.
- After applying, Mazlan provides a View Workflow Instance link to review results.
No changes are saved until you confirm. You can review before-and-after details and cancel anytime without saving.
Example
You: The lab case number is #123478 and the short description is 'Centrifuge non-operational, Firearms/Toolmarks (19 May 2026)'.Mazlan: Got it. Here's what I'll change:
Changes you're about to make
- Lab Case #(s): (none) → #123478
- Short Non-Conformance Description: (none) → Centrifuge non-operational, Firearms/Toolmarks (19 May 2026)
Shall I apply these changes?
Once you confirm, Mazlan applies both changes together and returns a View Workflow Instance link.
Getting a suggested value for a field
Mazlan suggests a value for each field based on the current value, instance title, step, routing history, and your input. This speeds up data entry, but you must approve or override each suggestion before it’s saved.
For fields with set options, Mazlan proposes one and displays the full numbered menu - you can reply with the number, keyword, or first few letters.
Example
Below is an example interaction for non-conformance categorisation, where Mazlan checks the status, summarises the case ("a corrective action for a centrifuge failure in Firearms/Toolmarks on 19 May 2026, case #123478; the unit displayed error code E-04 and was tagged out of service"), then works through the required-but-empty fields, suggesting a value for each.
You: I need assistance completing 104766
Mazlan: I need to collect two required fields that are currently empty:
- 1. Non-Conformance Level - Based on the instance and its history, I'd suggest Corrective Action Level 2 with Cause Analysis.
Here are your options (reply with the number):
- Corrective Action Level 1 with Cause Analysis
- Corrective Action Level 2 with Cause Analysis
- Corrective Action Level 3 with Cause Analysis
… 7. Not a Corrective Action
Mazlan's suggestion is a proposal, not a decision - in this example the user chose Level 3 rather than the suggested Level 2.
Mazlan then suggests a value for the next field (Cause Analysis Personnel), accepts whoever you specify, presents the single summary of changes, and applies them only after you confirm.
Seeing where it can go next
As part of the briefing, Mazlan shows the available routes from your current step, such as "Ready for Non-conformance Categorization", "Request Additional Information", or "Ready for Next Step". Some routes may open on a later date.
You select and submit the transition in Ideagen Quality Management, and the system's predefined routing runs automatically.
Understanding the assistant
Search capabilities
Record type |
Status |
Output |
|---|---|---|
| Workflows (NCRs, CA/PAs, audits, corrective actions) | Available | Search, count, group by type, filter, link to records |
| Documents (SOPs, work instructions, procedures) | Available | Search by title, content, or field value; check status; give an overview; link to records |
| Training records | Not yet available | - |
| Tests | Not yet available | - |
| Reports | Not yet available | - |
Assistant capabilities
To help manage expectations, we also put together some examples of what the Quality Data Search Assistant can and cannot do.
Can |
Cannot |
|---|---|
| Search workflows and documents by title, content, or a field value, in plain English | Raise, close, modify, or approve any record |
| Count matching workflows and break them down by type | Search training, test, report, or equipment records (not available this release) |
| Filter by state, date range, or your own role | Surface records outside your permission scope |
| Find and open documents by title, content, status, or field value, and give an overview | Show a field's value on each record when you filter by that field (it counts and lists matches instead) |
| Render a chart on request (which you can copy or save) | Fabricate or estimate - it only reports what the search returns |
| Handle follow-up questions and link directly to records | Retain data between sessions |
Not sure if what you're asking is in scope?
If you ask Mazlan to do something outside its scope, it will reply: "Sorry, out of my job scope.".
Limitations
As this is a pilot release, the following limitations apply:
- Training, tests, reports, and equipment records are not searchable yet - search currently covers workflows and documents only. If you ask about the other record types, Mazlan will tell you and point you to the right section of Ideagen Quality Management.
- Large result sets are paginated - Mazlan shows a set number of records and offers "see more" for the next page.
- Session data is not retained - Each conversation is a fresh session. Mazlan does not remember previous conversations.
- Accuracy - Mazlan only reports records returned by the search; it never estimates or invents. If nothing matches, it says so and suggests how to refine. Always verify critical data directly in the record.
Frequently asked questions (FAQs)
How is this different from Advanced Search?
It uses the same underlying Ideagen Quality Management search, but you ask in plain English instead of configuring filters - and Mazlan groups, counts, and can chart the results. You don't need to know Advanced Search exists.
Can Mazlan change or close a record for me?
No. Quality Data Search is read-only. It finds and analyses records and links you to them, but every action is performed by you directly in Ideagen Quality Management.
Why did Mazlan say it found no results?
Mazlan won't fabricate an answer. If nothing matches, it tells you clearly and suggests how to refine - broaden the date range, try a partial name, or remove a filter. For short forms like "CAPA", try the full term, as a content search may not match abbreviations.
Can I filter to records that are mine, or someone else's?
You can narrow workflows to what you initiated, are responsible for, or are collaborating on, and documents to those you manage, edit, review, approve, or publish. Filters are based on your own roles, and results always stay within your permission scope.
Can Mazlan show a field's value on each record?
If you filter by a field (say, a lab or site), Mazlan can count and list the matching records, but it won't display that field's value on each one. Open a record to see its full detail.
Can I get a chart of my data?
Yes. Ask for a chart explicitly (e.g. "show me a chart of… grouped by type"). You can then right-click to copy or save the image for a report or email.
Can Mazlan see other people's records?
No. Results are always bounded by your permission scope - you only see records you are authorised to access.
Can I ask about trainings or tests?
Not in this release. Those record types are not yet available for search. Mazlan will let you know and direct you to the relevant section of Ideagen Quality Management.
Can I ask questions in languages other than English?
The assistant currently works in English. Responses in other languages are not tested but are supported.
The Mazlan button is not visible. What should I do?
The feature must be enabled for your account. Please contact your Ideagen Customer Success Manager or your internal system administrator.