Workiva AI offers a wide range of advanced models from industry-leading providers. Your Organization Admin can enable or disable individual AI model providers as required by internal policy, but we generally recommend enabling every model that is permitted by your business. Admins can also restrict Workiva AI access to individual workspaces and users, or turn it off entirely.
Requirements
- Workiva AI is available to any customer who has signed the Workiva AI Terms of Use. Once approved, Workiva AI is enabled by default for the entirety of the organization, including all existing and newly added workspaces and users.
- Org Admins can manage this enablement by restricting Workiva AI to specific workspaces and users or disabling it for the entire organization.
- Workiva AI is fully encrypted and never trained on Workiva content or customer data. Learn more: Workiva's approach to AI
Manage Workiva AI enablement for the organization and its workspaces
To manage Workiva AI enablement for the organization and its workspaces:
- In the top right, click the user icon and select Admin > Organization Admin.
- Select Overview from the lefthand panel.
- Click the Configuration tab at the top, and then the Workiva AI subtab.
- Use the Enable Workiva AI Module toggle to enable or disable Workiva AI for the organization as needed.
- If you’d like to enable Workiva AI for at least some workspaces in your organization, leave the Enable Workiva AI Module toggle on. Then, you can choose the specific workspaces where you want to enable or disable Workiva AI.
- If you’d like to disable Workiva AI for the whole organization and all workspaces within that organization, turn the Enable Workiva AI Module toggle off.
- Click Save changes.
By default, all users in the workspaces where Workiva AI is enabled will have access to Workiva AI. If you’d like to more specifically manage which users have access to Workiva AI, see Manage user access to Workiva AI.
Manage enabled model providers
Organization Admins can limit access to individual AI model providers, but this may affect Workiva AI's performance in certain contexts. Because different AI models perform better at certain types of work, Workiva AI routes to the best model available among the providers you've enabled, with a focus on optimizing for speed, accuracy, and quality.
Currently supported models include:
- Google/Gemini
- Microsoft/OpenAI
- AWS/Anthropic
Note: The AI Provider options may vary depending on your region.
Manage user access to Workiva AI
By default, the Workiva AI User organization role, which gives users access to AI, will be assigned to all users in the workspaces where AI is enabled. Org User Admins can manage this access for individual users within the organization.
Note: Org User Admins must themselves have the Workiva AI User role to complete these steps.
- In the top right, click the user icon and select Admin > Organization Admin.
- Select Overview from the lefthand panel.
- Click the Configuration tab at the top, and then the Workiva AI subtab.
- Under the Choose User Access section, select Only users with the Workiva AI User organization role.
- Click Save changes.
- Go to the Members page, and assign the desired users the Workiva AI User role using these steps.
Users with access in the enabled workspaces will now be able to use Workiva AI.
Frequently asked questions
Do I need to choose a specific AI provider?
No. You can set a preferred provider, but Workiva AI will intelligently select the optimal AI provider for your specific task.
How do I assign the Workiva AI User role?
Org User Admins can assign this role to individual users.
Can I assign the Workiva AI User role to user groups?
No, the Workiva AI User role can currently only be assigned to individual users.
What if a user has the Workiva AI User role, but Workiva AI isn't enabled in a specific workspace?
They won't be able to use Workiva AI in that workspace, regardless of their role, because Workiva AI hasn't been enabled for that workspace.
What happens if I turn off user-level access after it's been in use?
The Workiva AI User role becomes inactive, and users will lose access. However, the role assignments are retained for easy reactivation if desired in the future.
What happens when Workiva AI is disabled?
You won't be able to use Workiva AI in the organization and the Workiva AI User role will no longer display in the Members tab. However, roles will be saved and can be automatically recovered if Workiva AI is reactivated.