Workiva AI can intelligently reference specific workspace files to provide even greater insight into your data and documents. When working with a single file, Workiva AI gains a greater understanding of your work and can answer questions unique to your current task. For example, you might ask it to analyze a file's content, extract important data, or create new assets based on what it contains.
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
Reference files in chat
When you have a question or request related to one or more files in your workspace, you can ask Workiva AI to "review" those files and consider their content in your response.
- Click the Workiva AI sparkles icon at the top of the screen.
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Click the Add workspace files button to search through files in your workspace, or type @ in the chat window to reference a particular file you already have in mind.
Note: You can add a maximum of 10 files to a prompt.
- Adjust your request as needed and send the prompt.
Reference files from your file list
You can also ask questions about specific files in your workspace directly from the Files section of Workiva.
- Go to Files and select one or more documents or PDFs.
- Right-click on your file, and select Ask Workiva AI from the menu.
- Adjust your request as needed, then send the prompt.
File type limitations
Workiva supports working with multiple file types, including documents, Microsoft Word (.doc, .docx), Excel (.xls, .xlsx), images (.jpeg, .png, .gif), CSV, and PDF files.
However, some features and formatting may not be supported when working across these file types. Review the limitations below by file type and category.
| Feature | Description |
|---|---|
| Comments / Annotations | Threaded comments on text ranges or cells |
| Track changes | Insertions, deletions, and formatting changes with author attribution |
| Document variables | Named variables with definitions, values, and connections to external data |
| Bookmarks | Named locations within a document for navigation and cross-referencing |
| Custom fields | User-defined metadata fields on documents |
| Data connections | Links between document elements and external data sources |
| Enriched links | Links with additional metadata from a link library |
| Document health | Document quality and health indicators |
| Proofreading | Spelling/grammar check state and suggestions |
| Authorship | Author attribution on paragraphs and text spans |
| Cross-references | References to other parts of the document (for example, "see Section 3") |
| Placeholder locations | Placeholder markers for template content |
| List item references | References tied to specific list items |
| XBRL tags | XBRL (eXtensible Business Reporting Language) tagging for financial reporting |
| Range links | Links that span cell ranges |
| Link library | Managed library of reusable links |
| Feature | Description |
|---|---|
| Accessibility tags | Alt text for non-image objects and decorative markers (images do export alt text) |
| Table borders | Border styling on table cells |
| Shape styling | Fill color, stroke, shadow, rotation on shapes (only text content is exported) |
| Image data | The actual image file or URL (only dimensions and alt text are exported) |
| Tab stops | Custom tab stop positions in paragraphs |
| Page layout | Page size, margins, orientation, number of columns |
| Section breaks | Section break types (next page, continuous, etc.) |
FAQ
Which AI providers supports each file type?
Each AI provider has different capabilities, and Workiva will select the optimal LLM for your task from the list of providers enabled by your organization. For peak performance, we recommend your organization enable every permitted provider.
Learn more: Manage Workiva AI enablement for the organization
| File type | AWS | Microsoft | |
| PDF (.pdf) | ✓ | ✓ | ✓ |
| Word (.doc, .docx) | ✓ | ||
| Excel (.xls, .xlsx) | ✓ | ||
| Images (.jpeg, .png, .gif) | ✓ | ✓ | ✓ |
| CSV | ✓ | ✓ | ✓ |
| Workiva Document | ✓ | ✓ | ✓ |
Do I have to switch AI providers to reference certain file types?
No. Depending on the task, Workiva will select a recommended model from among your organization's list of approved providers.
Can I upload files directly to Workiva AI?
Not at this time. You must upload files to your workspace before they can be referenced by Workiva AI.
Can Workiva AI read text within images, like a scanned PDF or a screenshot?
Yes, it can understand text, numbers, and visual graphics in tables, charts, and images.