AI Tool Request Intake Governance Software
A quality engineer finds an AI vision tool that catches defects the line's camera setup misses, and the request to use it stalls between IT security and legal. Kissflow routes every AI tool request through an eligibility check, multi-level approval, and an audit trail.
Trusted by energy operators worldwide
One intake for every AI tool request, not a shadow spreadsheet per department
A quality engineer finds an AI vision tool that catches defects the line's camera setup misses. A maintenance planner wants to trial a vendor's predictive-maintenance model. A plant manager's team tests a generative tool on supplier mail. Each request touches production data, security, or a regulated process differently, and without a governed intake, each gets evaluated informally, if at all, by whoever the requester reaches first. Security finds out after the tool is already running against plant data.
Kissflow gives every AI tool request one intake form, an eligibility check against data and security policy, multi-stage approval with delegation and escalation, and a self-service portal where the requester tracks status instead of chasing an inbox. The request captures what the tool is, what data it touches, and which process it supports, in a structured form, screened against sensitivity and regulatory rules before reaching an approver. Approval routes through security, legal, and business review in sequence, with escalation if a stage stalls, and the record stays searchable for review. A dashboard shows every request, every approved tool, and every stalled approval.
Without a governed intake, AI tool requests get evaluated informally, or not at all
Requests come in through whichever channel is closest
An AI tool request arrives as a Slack message, a hallway conversation, or an email to whoever the requester knows in IT, with no consistent record of what was asked for.
Eligibility gets checked inconsistently
Whether a tool touches production, customer, or regulated data depends on who reviews the request, and how carefully, with no standard checklist applied every time.
Approval stalls without an owner
A request needing sign-off from security, legal, and the requester's manager sits in an inbox because nobody is tracking whose turn it is to respond.
Shadow AI use goes undetected
A team starts using a tool while the request is still pending, or after it was declined, because there is no live record of what has been approved.
Six modules. Configurable to your operating model.
Every module ships with default forms, approval logic, integrations, and dashboards. Configure each one to your operating model in the visual builder.
Request intake form
Captures what the tool is, what data it would touch, and which process it supports, in a structured form, not a chat message.
Eligibility & policy check
Screens the request against data sensitivity, security, and regulatory rules before it reaches an approver.
Multi-stage approval
Routes the request through security, legal, and business approval, with delegation and escalation if a stage stalls.
Requester self-service portal
Lets the requester see exactly where their request stands, without emailing IT for a status update on progress.
Audit trail
Keeps a complete record of every request, decision, and approver, searchable for a security or compliance review.
Status dashboard
Shows every request in flight, every approved tool in use, and every stalled approval across the plant network.
From request to system of record in four steps
Submit
A team member submits what tool they want to use, what data it touches, and what process it supports.
Review
The request is screened against data sensitivity and security policy before routing to approvers.
Approve
Security, legal, and business approval route in sequence, with escalation if a stage stalls.
Record
The decision, approver, and conditions are logged as an audit trail, and the tool's status is visible on the dashboard.
What changes when AI tool requests run on Kissflow
| Process | Before Kissflow | On Kissflow |
|---|---|---|
| Intake | Requests arrive by email, chat, or hallway conversation | One structured intake form for every request |
| Eligibility | Checked inconsistently, depending on who reviews it | Screened against a standard data and security policy every time |
| Approval | Sits in an inbox with no clear owner | Routed through security, legal, and business sign-off with escalation |
| Visibility | Requester has no way to check status | Self-service portal shows exactly where the request stands |
| Shadow use | Teams start using a tool before or after approval, undetected | Every approved tool is on record, with its approval conditions |
| Audit | No consistent record of what was approved and why | Full audit trail of every request, decision, and approver |
Connects to the identity, security, and ticketing systems you already run
.svg){kind=logo}
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
.svg)
Built for how AI tool requests actually reach a plant
Policy checked before approval, not after
Data sensitivity and security screening happen at intake, so approvers aren't the first line of defense.
Multi-stage approval with real escalation
A stalled approval escalates automatically instead of sitting in an inbox indefinitely.
Self-service status for requesters
Requesters check their own request status instead of following up with IT.
Full audit trail, not a chat log
Every decision is logged with the approver and the reasoning, searchable for a security review.
Live in weeks, not a re-implementation
Configure the intake form, policy checks, and approval routing in the visual builder without a platform-wide rollout.
One dashboard for every request and every approved tool
Security and IT leadership see every request in flight and every tool already approved, plant-wide.
Related apps
AI Model Governance Management System
Once a tool's underlying model goes into production use, govern its deployment, validation, and audit log here.
Exception-to-Execution AI Loop Governance Management System
Govern the approval needed before an AI-recommended action executes, not just before a tool is adopted.
Cross-Plant Digital Standardization & Governance Management System
Once an AI tool is approved, standardize how it's rolled out and adopted across every plant.
We help manufacturers govern AI tool adoption without slowing down the teams asking for it
.gif)
“If a company cannot enable everybody to use AI, they will never get the true benefit of AI. Platforms like Kissflow allow us to put that capability in the hands of our users in a safe way.”
Vagesh Dave
GVP & CIO at McDermott International, Ltd
See The Full Story
“Advanced automation of all processes is easy to set up. I cannot imagine how to manage workflows without this software.”
Tanay Tiwary
Global Head - Digitalization & Business Improvement
See the Full Story
“Kissflow supports rapid application development by building a working application prototype in the shortest amount of time.”
Maria Theresa Cabigon
CIO, SN Aboitiz Power Group
See The Full Story
See what Kissflow can do for you
Talk to usGot questions? We're here to help.
Get SupportIt governs the request, eligibility check, and approval decision. The technical and security evaluation criteria are yours to configure; Kissflow enforces that every request goes through them before a decision is made.
Any request to use a new AI-based tool, model, or vendor service against plant, production, or customer data, whether it's a point solution, a vendor platform, or an internally built model.
Routing is configurable. Most plants route through IT security, legal or compliance, and the requester's own manager, in whatever sequence fits their policy.
It's purpose-built for the eligibility questions specific to AI: what data the tool touches, whether it's regulated, and whether it changes an existing process, not a generic help-desk ticket.
Yes. Process owners configure the intake form, eligibility rules, and approval routing in the visual builder, and the AI Builder can generate a working app from a plain-language description.
Through APIs and integration connectors, under single sign-on and role-based access, with every action written to an audit log.
Configuration and AI generation move delivery from weeks to days, without a multi-year platform program or an engineering backlog.
Kissflow is certified to SOC 1, SOC 2, SOC 3, ISO/IEC 27001, HIPAA, GDPR, and CCPA, hosted on Google Cloud with data residency in the US, EU, APAC, and Oceania.
