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Using the Mazlan Workflow Assistant
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 Mazlan Workflow Assistant helps you edit a workflow instance using plain language. 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 Mazlan Workflow Assistant only makes changes after your confirmation. 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 how to access the Mazlan Workflow Assistant 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 Mazlan Workflow 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 Mazlan Workflow Assistant
The Mazlan 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 Mazlan Workflow 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 Mazlan Workflow 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)
Will Mazlan submit or approve my step for me?
No. Mazlan can populate and update the fields on your step, but only after you confirm the summary - and the final decision and step submission remain yours.
How is this different from the Mazlan Inbox Assistant?
The Mazlan Inbox Assistant is read-only. It summarises and searches. The Mazlan Workflow Assistant helps you actually complete and update an instance, with a change summary and confirmation before anything is written.
Do I need to give the instance id every time?
Yes. Mazlan ties each edit to an id you provide and won't reuse one from an earlier message - even when you're editing the same instance. If you don't include an id, it will ask for one.
What can I ask it to do?
This assistant is focused on one job: editing an existing workflow instance. If you ask it to do something else - summarise your whole inbox, find a document, or start a new workflow - it will let you know that's outside its scope. Use the matching Mazlan assistant for those tasks.
What if I only have view access to the instance?
Mazlan will tell you the instance is view-only and stop. It won't edit anything you don't have permission to change, though you can still ask about its status and history.
What if there's nothing editable on my step?
If the current step has no fields you can edit, Mazlan will tell you there's nothing to change here.
Can I override Mazlan's suggested value?
Yes, always. Every value Mazlan offers is a proposal - as in the categorisation example, where the user selected a different level from the one suggested.
Does it work on every workflow type?
Yes. It works with the editable fields on the current step of any workflow instance, and offers value suggestions across all field and workflow types.
What if I change my mind after Mazlan shows the summary?
Nothing is applied until you confirm. If you don't confirm, no change is made - just tell Mazlan what you'd like to adjust.
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.