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OpenAI API Key Configuration
Before using the AI Document Generation feature, a valid OpenAI API key must be configured in Bizweaver. This is a one-time setup that must be completed by a system administrator.
To configure the OpenAI API key:
- Navigate to Admin → Configuration → External Integration
- Locate the OpenAI API Key field in the configuration panel
- Enter your valid OpenAI API key in the designated field
- Click Save to store the configuration
Note: You can obtain an OpenAI API key by creating an account on the OpenAI platform at platform.openai.com and generating an API key from your account dashboard. This configuration only needs to be performed once by the system administrator.
1. Overview
The AI Document Generation feature in Bizweaver 2025R2 revolutionizes workflow documentation by automatically creating comprehensive, detailed documentation for your workflows. This powerful AI-driven capability analyzes your workflow structure, logic, and components to generate professional documentation that explains:
- What the workflow does (purpose and objectives)
- How it accomplishes its tasks (step-by-step process breakdown)
- Technical details (methods, variables, arguments, and actions)
The feature intelligently tracks documentation status and alerts you when workflow changes make existing documentation outdated, ensuring your documentation always reflects the current state of your workflows.
2. Feature Benefits
- Time Savings: Eliminate hours of manual documentation writing
- Consistency: Ensure standardized documentation across all workflows
- Accuracy: AI analyzes actual workflow logic to create precise documentation
- Maintenance: Automatic detection of outdated documentation
- Collaboration: Improve team understanding with clear, detailed documentation
- Compliance: Maintain up-to-date documentation for audit and regulatory requirements
3. Getting Started
Accessing the Documentation Feature
The Documentation feature is accessible from the workflow designer interface:
- Open your workflow in the Bizweaver Designer
- Locate the Documentation button in the top toolbar (next to Variables)
- The Documentation button displays the current documentation status
Figure 1: Workflow Designer Interface with Documentation Button
4. Generating Documentation for the First Time
When you create a new workflow or have a workflow without existing documentation, you can generate comprehensive documentation automatically.
4.1 Step-by-Step Process
Step 1: Access the Documentation Menu
Click the Documentation button in the workflow designer toolbar.
Figure 2: Documentation Button with Available Options
Step 2: Select “Generate Document”
From the dropdown menu, click “Generate Document” to initiate the AI documentation generation process.
Step 3: Wait for Generation to Complete
The system will display a progress dialog showing:
- Current generation status
- Progress percentage
- “Processing with AI…” message
Figure 3: Documentation Generation Progress Dialog
Step 4: Confirmation
When complete, you'll see a success message: “Document generated successfully!” Click OK to close the dialog. Your documentation has been created and saved.
Figure 4: Successful Documentation Generation Confirmation
4.2 What Gets Generated
The AI analyzes your workflow and creates a structured document containing:
Workflow Metadata * Workflow ID
- Workflow Name
- Generation Date and Time
Purpose Statement
A clear explanation of what the workflow accomplishes and why it exists.
Step-by-Step Description
Detailed breakdown of each workflow action including: * Action name and purpose
- Method used
- Variables involved
- Arguments and parameters
- Data flow between steps
Figure 5: Sample Generated Documentation in Microsoft Word
5. Viewing Existing Documentation
Once documentation has been generated, you can view it at any time.
5.1 Accessing Existing Documentation
Step 1: Click the Documentation Button
Step 2: Select “Open Existing”
From the dropdown menu, click “Open Existing” to view the generated documentation.
Step 3: Review Documentation
The documentation opens in Microsoft Word (or your default document viewer), allowing you to:
- Read the complete workflow description
- Copy sections for other documentation
- Print for offline reference
- Share with team members
6. Regenerating Documentation After Workflow
Changes
When you modify a workflow that has existing documentation, Bizweaver automatically detects that the documentation is outdated.
6.1 Outdated Documentation Indicator
After making workflow changes, the Documentation button displays: “Document is out of date”
Figure 6: Documentation Out of Date Warning
6.2 Options for Outdated Documentation
When documentation is out of date, you have two options:
Option 1: Open Existing (View Outdated Documentation)
Click “Open Existing” to view the previous version of the documentation. This can be useful for: Comparing what changed Understanding the workflow's previous state Reference purposes
Option 2: Regenerate Document (Recommended)
Click “Regenerate Document” to create new documentation reflecting the current workflow state.
Figure 7: Regenerate Document Option Available
6.3 Regeneration Process
The regeneration process is identical to initial generation:
- Click “Regenerate Document”
- Monitor Progress:
- Watch the progress dialog as the AI analyzes your updated workflow
- Confirm Success: Wait for the “Document generated successfully!” message and click OK
The Documentation button will now show “Document is up to date” again.
7. Best Practices
7.1 When to Generate Documentation
- Immediately after creating a new workflow
- Before deploying to production
- After significant workflow modifications
- When onboarding new team members
7.2 When to Regenerate Documentation
- Whenever the “Document is out of date” warning appears
- After adding or removing workflow steps
- When changing workflow logic or conditions
- After updating variables or parameters
- Before major releases or deployments
7.3 Documentation Maintenance Tips
- Regular Updates: Make documentation regeneration part of your workflow development process
- Review Generated Content: Always review AI-generated documentation to ensure it accurately reflects your intentions
- Supplement as Needed: Add manual notes or context to generated documentation when necessary
- Share with Stakeholders: Use generated documentation for training, knowledge transfer, and compliance
- Archive Important Versions: Save copies of documentation for major releases or milestones
8. Summary
The AI Document Generation feature in Bizweaver 2025R2 provides:
* Automatic creation of comprehensive workflow documentation
- Intelligent tracking of documentation status
- Clear indicators when documentation is outdated
- Simple regeneration process to keep documentation current
- Professional formatting in Microsoft Word format
- Centralized storage for easy access and sharing
By leveraging this powerful feature, you can ensure all your workflows are properly documented, making maintenance, collaboration, and compliance significantly easier.
