AI features in WorkRamp Guides are aimed to help cut down time spent building content. There are several ways that WorkRamp Guides leverage AI. See the sections below to learn more about each feature:

1. AI Assist for creating a draft Guide from an existing file

   1. Best Practices: Creating a Guide from Files with AI

2. AI Assist for the text content block

3. AI for generating metadata

   1. Guide descriptions

   2. Section titles

   3. Task titles

4. AI for video captions and transcripts

5. AI for images

   1. Image content blocks

   2. Cover images (Guides, Paths, Challenges, SCORM)

6. AI for Guide questions

7. Enable Guide Learner Personalization

8. AI Enterprise Settings

9. Security Best Practices

🤔👉 Jump to FAQs

AI Assist to create a draft Guide

When creating a new Guide, once a Name is added, selecting the "Create From Files With AI" option will open a new modal where an Admin can upload a .pptx, .pdf, or .docx file to create a draft Guide.

If your interested in our Direct Import (File-to-Guide) help can be found here

You can select one or multiple files to create the Guide from. Admins can select "Advanced settings" to configure the output. Current options available are:

• Guide detail: Determines how much of the original content should be included in the Guide draft. This is defaulted to "5" which is the right-most setting on the scale. Moving the scale to the left will prompt the AI to summarize and/or condense the source content in the Guide draft.

• Interactivity: Determines the level of interactions in the Guide draft. This includes multiple choice questions and flip cards. This is defaulted to "3" which is the middle setting of the scale. Moving the scale to the right will incorporate more frequent knowledge checks and interactive elements. Moving the scale to the left will incorporate fewer interactive elements.

• Additional Prompt (optional): type in specific instructions on how the AI should interpret or format the information.

Why Use Additional Prompts?

While AI Assist is powerful on its own, every team has a different "vibe" or training requirement. Additional prompts help you avoid manual "find and replace" or heavy editing after the content is generated.

You can use prompts to:

• Adjust Tone: Shift from formal/technical to conversational or "fun".

• Define Target Audience: Specify if the guide is for new hires (basic) or senior engineers (advanced).

• Focus on Specific Areas: Tell the AI to ignore certain sections of a long document and focus only on the "Action Items."

• Formatting Preferences: Request that the AI use specific objects like Flip Cards for definitions or Callouts for warnings.

In this example, the Guide detail and Interactivity options were set to "5" or the right-most setting of the scale. This draft Guide was created from an image-heavy .pptx file. You can see the draft Guide includes a combination of images and text from the presentation, and incorporated a number of multiple-choice questions throughout the tasks.

Admins can preview the content as it is being generated. There will be an indicator while the guide is being generated. Clicking "Cancel" will cancel the Guide generation.

Once the Guide is finished generating, Admins can click "Edit" to be taken to the Guide Editor.

Admins can make any necessary changes to the content prior to Publishing as usual. Note that AI Assist will generate various content blocks such as Text, Callouts, Multiple Choice questions, etc. based on the configuration settings for Guide detail and Interactivity. It can also pull in images from the source content.

FAQs:

1. I uploaded the same document with the same configuration options multiple times and got different results. Is this expected?

   1. Yes, there will always be some variability as the AI is using a prompt to take its best guess at generating a draft Guide based on the source content and directional inputs on how to tailor the content.

2. What type of template is used to generate the draft Guides and the task outline?

   1. The AI is using Bloom's Taxonomy as a best practice for the outline of the draft Guide.

3. I uploaded a very content-dense file and selected "5" on the Guide detail scale and it looks like the AI summarized the content. Is this expected?

   1. Yes. Generally, the highest level of Guide detail will allow for as much of the source content to be included as possible. However, large, content-dense files may incorporate some level of summarization for a number of reasons, which can include; the AI pulling in best practices for task outline and content layout, message length limits, etc. The longer the source material is, the more it will have to summarize, whereas it's capable of reproducing material from shorter documents in greater detail.

4. Will there be more prompt configuration options for Admins in the future?

   1. Yes, we will continue to iterate and enhance our prompt capabilities. If you have any specific feedback, please feel free to fill out this short survey, which our Product team monitors regularly.

5. I got an error when uploading a file. What could be the issue?

   1. If the file is especially large, the likely reason is that the file is hitting the messaging limits or is too large to fully process.

Best Practices: Creating a Guide from Files with AI

To get the most out of the AI file-to-Guide feature, we recommend following the guidance below.

Use .docx or .pptx files where possible

While .pdf files are supported, .docx and .pptx files tend to produce better results. DOCX and PPTX formats preserve text in a way that AI can read reliably, regardless of how the document is laid out. PDFs extract text visually, which means multi-column layouts, text boxes, or complex formatting can cause content to be picked up in the wrong order.

Keep your total content under ~20,000 words

This applies to the combined word count across all uploaded files. The AI has a processing limit of approximately 32,000 tokens — roughly 20,000 words — so content beyond this threshold may be cut off or trigger an error. This is a guideline rather than a hard limit, as the actual capacity varies depending on factors like the number of images and how the document text is structured.

Upload files that are closely related in topic

The AI processes all uploaded files together. If your files cover distinct or unrelated topics, some content may be omitted from the generated Guide. For best results, group files that share a common theme or learning objective.

Configure your sliders intentionally

Before generating, consider what kind of output you need:

• If you want the Guide to closely reflect your source material, set Guide Detail to 4–5.

• If you want a summarised version, set Guide Detail to 1–2.

• If the Guide is for knowledge checking or self-paced learning, increase Interactivity towards 5 to include more multiple choice questions and flip cards.

• If you want a cleaner read-through experience with fewer interruptions, set Interactivity to 1–2.

Review all generated content before publishing

As with all generative AI, outputs should be reviewed for accuracy before publishing. The AI may occasionally summarise, reorder, or omit content, and results can vary even when uploading the same file with the same settings.

AI Assist in the Guide Editor

The AI Assist functionality lives within the Guide Editor and provides content creators two ways to interact with content, both for new and existing text:

AI Assist content block: New content block which allows for full dialog between the content creator and AI to create content from scratch, brainstorm on ideas, etc. When the content creator is satisfied with the results, they can ‘accept’ and the block will turn into a text block with the accepted content.

Presets within existing text blocks: Content creators have the ability to utilize presets within an existing text block to quickly summarize, simplify, improve writing, or change the tone of text. Utilizing these presets will run across all contents of the text block, whether text, images, tables, and more.

Creating New Content via AI Assist Content Block

The new AI Assist content block allows for full open prompting with the AI to create content, such as a brainstorm on ideas or creating an outline of a particular topic. To utilize the AI Assist block, drag the block to the location within the Task you would like to include content. Once placed in the Task, the Draft with AI options will appear, providing you with quick selection options, or you can simply type in the tool to ask anything you’d like.

Once you submit a prompt to AI Assist, it will respond back. At this point, you can either accept the response, discard it, or ask AI to try again. Accepting the response will output the text within a new text block.

Editing Existing Content via the Text Block

AI Assist can be accessed from banner of the text object once you have input text to be altered. It is best to input your full text and then ask AI Assist to help with one of the preset functionalities to alter the text for you.

Once a content creator selects a preset, AI Assist will respond with its own version of the input text, at which point the user has the ability to discard (return to original input), try again, or accept (which replaces the original text with the AI Assist generated response).

How to Write Prompts for AI Assist

A prompt is an instruction or discussion topic a user provides for the AI model to respond to. Users can use the prompt to generate ideas, edit drafts, or ask for summaries of key points of text.

To start conversing with AI Assist you will want to write a prompt to start the conversation, at which point the AI will respond based on your prompt.

Example Prompts

1. "Write an introduction about [topic]"

2. "Create a summary about the following text" (inputting text below)

3. "Help me improve the writing on my notes to sound more professional" (inputting text below)

4. "I need help brainstorming ideas related to Leadership & Management best practices. What tips would you give to first time managers?"

AI for Guide Metadata

There are three types of metadata that leverage AI to generate suggestions:

1. Guide Descriptions

2. Section Titles

3. Task Titles

All of these suggestions are opt-in, meaning that Admins will be presented with a suggestion when they go to edit the field. To overwrite a suggestion, simply delete the highlighted text and replace it with your own words.

A suggestion will only be present if there is enough text content in the guide, and there is no existing description, or if there have been significant changes to the Guide / Section or Task that warrants a new suggestion.

AI for Video Captions

For the Upload Video content block, you now have the ability to use AI to generate captions for that video.

Click "Add caption" to get started:

Then select the language that the video is spoken in (English is the default), and choose "Auto-generate from video":

Optionally, Admins can also Enable transcripts, which display your captions (AI generated or uploaded) as a transcript, for an alternative way for your Learners to follow along with video training. Currently, only transcriptions in the language the video is spoken in is supported.

AI for Images

AI Generated Image Content blocks

Drag and drop and image content block to get started. You now will see an option in addition to uploading an image, to generate one using AI:

Enter in a "prompt" that describes the image you would like to create, and then select a style. The more specific the better here.

This image can take a couple of minutes to generate, so do not close this window while it is working in the background:

Alternative text is automatically generated when you use this feature, click "Edit Alt Text" to see what was created and edit or remove:

AI Generated Cover Images

In the top left corner of your Guide editor, click the button "Guide Settings" and click "Cover Image":

Enter in a prompt, choose a style and click "Generate":

Don't close this modal until an image shows up in the gray space on the left of this modal:

Once an image is generated, you can click "Save" (or edit the prompt or try again if it's not to your liking).

This same cover image modal with Unsplash and AI image generation can be found on three other Employee Learning Cloud learning objects:

• Challenges

• Paths

• SCORM

AI for Guide Questions

Admins can generate multiple choice questions based off of content stored in text content blocks in Guides.

To access this feature, return to the AI Assist button on any text content block that contains text.

After clicking this button, AI will start working on creating a question based on the text in that block, this may take a few minutes.

The result will be a multiple choice question including a question, correct answer that is selected, incorrect answers, as well as an Answer Hint and Answer Explanation.

All of these generated values are editable by the admin.

You can also use AI to grade your Text Answer questions. In order to use the Auto-Graded option, the Text Answer question must be graded and also have Reviewer Notes. You can optionally add an Answer Hint or Explanation to help train the AI on how to grade the Text Answer question.

Note: Only Text Answer questions completed in the Employee Learning Platform can be auto-graded using AI.

Enabling Personalized Learning in Guides (beta)

Learners now have various options to personalize their Guide experience in WorkRamp. The "Personalize" dropdown has various options including Podcast, Read aloud, Reader mode, and Translate this Guide available. These options can be enabled in the General and AI settings for each Guide.

When editing a Guide, click on the three-dot menu to open the Settings dropdown, click on General & AI Settings, then click the checkbox to enable each personalization option for learners. All checkboxes are un-selected by default.

• Use AI Assist to translate content - Allows learners to translate content in 49 different languages with AI Assist. Un-checking the box will disable translation options for learners.

• Use AI Assist to generate a podcast - Allows learners to generate a podcast version of the Guide content, which they can listen to in a native browser audio player overlaying the Guide.

• Use AI Assist to generate narration - Allows learners to generate a "read aloud" or text-to-speech version of the guide that narrates the content word-for-word.

• Enable reader mode - Opens a version of the Guide that strips out the sections/tasks so the learner can read through the entire content on one page.

This will enable the "Personalize" button in the Guide for Learners, and display whatever options were configured in the Guide Settings.

If the Learners want to translate a Guide, they can use the translate icon on the top left to select from the 49 languages currently available.

Once they select the language, the translation will be indicated as generating via a pop-up message and label next to the header.

Once it is complete, the Learner will be notified. From there they can view the translated Guide. Note that the translation is specifically for user-generated content in the Guide. Other elements like button text, default text, can be configured in their Profile settings when they set their default language.

Available languages:

Note on AI Guide Translations: There are limits related to the size of the tasks within a Guide which may result in an error for the learner during the translation process. In initial testing, we have observed a limit of ~15,000 characters. The limit includes Guide data, content characters, HTML characters, metadata, payloads, etc. We will closely monitor usage and limits to further define best practices and recommendations for Guide size and structure, as well as continue to optimize the functionality.

Selecting "Listen in podcast style" or "Listen to narration" will trigger the generation of the podcast or narration. The audio will be generated based on the Guide's current language, meaning if it is currently translated, it will be generated in the translated language.

Once the podcast or narration is finished generating, the Learner will be notified with a pop-up message on the bottom left.

The Learner can then click the Podcast or Narration option again to open up a native browser audio player that will overlay the Guide.

Data Retention

By default, the data retention period for your account's chat history is 30 days. If you would like to shorten this period, enter in the number of days that you would like the data to be retained for. For example, entering 1, will delete all of your AI chat history after 1 day.

Security Best Practices

WorkRamp will always take every possible measure to ensure that our use of AI and your data remain secure, but there are best practices that should followed when using WorkRamp's AI enhanced features:

• Avoid inputting unnecessary personal identification info (SSN, financial information, health information, etc.)

• Review any information you get from an AI tool before publishing it (fact checking, checking for coherence, etc.)

• Avoid disclosing unnecessary sensitive or confidential company information, including personal information about employees or vendors

• Follow your organization’s policies for using AI at work. Stay up to date with the latest training and guidance provided by your company

FAQ

What happens to images and other non-text based content within an existing text object that uses AI Assist presets?

• AI Assist will attempt to maintain / reuse images, tables, videos, and other rich media within the text object, but it is not guaranteed. For example, it is common for images to be removed. Best practice is to limit the use of AI Assist to text objects that do not include rich media or formatting (text sizing, colors, etc) as these updates may be lost in the output from AI Assist.

How do I know if AI Assist responses are accurate?

• AI Assist is a great tool to summarize, simplify, and general edit user input content. As with all generative AI tools, it is prone to confident hallucinations - therefore all content should be reviewed and validated for accuracy prior to publishing.

What level of access does the AI receive for my data?

• AI Assist only accesses data that is directly input within the AI Assist feature set

• The data sent to OpenAI is shared for the sole purpose of providing accounts with the AI Assist features. 3rd parties & partners are not allowed to use your data for training their models or any other purpose.

• The OpenAI API is SOC 2 Type 2 compliant.

• Source: WorkRamp Partner's Terms & Conditions

• To request more security information, please visit https://trust.workramp.com/

Do you have any rate limits on AI usage?

• At this time, there are no limits on AI usage in the platform. This may be subject to change in the future.

Are there any other AI features in WorkRamp outside of the Guide editor?

• Yes, Challenges can also leverage AI to assist reviewers. Learn more: Auto-Review Video and Written Challenges.