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Artifacts

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Artifacts are files you attach to tasks and documents in ProcessMind. They keep supporting material close to the process it belongs to, and they give the AI assistant extra context to work with.

Editing a ProcessMind artifact screen capture

Attaching an Artifact

  1. Open the task or document you want to enrich.
  2. Use the attach option in the task menu or the documentation editor.
  3. Select a file from your computer and confirm.

Supported file types include documents, spreadsheets, PDFs, and images.

Creating Screen Capture Artifacts

Artifacts can also be created from screen captures for step-by-step process instructions. Capture the relevant part of the screen, then edit the image before saving it as an artifact:

  • Mask personal information manually by dragging over an area to redact it, or apply automatic masking where available. A masked area becomes fixed in the saved image.
  • Crop the capture to keep only the controls and information needed for the task.
  • Add instructions using Markdown notation to describe what the reader should do. The instructions can later be used with the screenshot as a documentation procedure for a specific task or process.

This makes it possible to turn a quick screen capture into a reusable, privacy-conscious work instruction that can be attached to the relevant process step.

Managing Attachments

Open an artifact’s menu (⋯) to manage it:

  • Preview a file without leaving ProcessMind.
  • Rename the artifact, or Edit description to explain what it is for.
  • Add comment to start a discussion on the file.
  • Publish or Unpublish an artifact to control whether viewer users can see it.
  • Delete an artifact that is no longer relevant.

Keep artifacts organized: attach the latest version of a policy or template so readers and the AI always work with current information.

Supported File Types

ProcessMind preprocesses most common file types so their content can be viewed, searched, and used by the AI assistant:

  • Documents: PDF, DOCX, and plain-text or Markdown files.
  • Presentations: PPTX.
  • Spreadsheets: XLSX.
  • Images: common image formats (text is extracted with OCR when needed).
  • Videos: MP4, WEBM, MOV, and similar (speech is transcribed to text).
  • Data: CSV and other structured text files.

When you attach a supported file, ProcessMind preprocesses it in the background to extract its content:

  • Status: each artifact shows a processing state (Queued, Processing, Ready, Failed, or Skipped) with a progress indicator.
  • Reprocessing: if an upload was incomplete, you can reprocess an artifact to re-run the extraction pipeline.
  • Searchable: once processing finishes, the artifact is flagged Searchable and its content can be found through Global Search, with a preview of the matching text.
  • Anonymization: extraction applies anonymization rules (built-in patterns plus any your organization configures) before content is indexed.

Content Search

To find something inside your files rather than in the model, use Search content in the artifact picker: type a query such as “invoice approval”, then switch between Semantic (meaning-based), Exact (words as typed), and Hybrid matching. Results show the matching passage, with Open to preview the artifact and More from this file to see every match in one document.

Artifacts as AI Context

Attached artifacts become part of the context the AI assistant can use:

  • Ask the AI to summarize an attached document.
  • Have the AI check whether your model matches a policy attached to the process.
  • Use attached templates as a basis for drafting new content.
  • Ask questions about the content of scanned documents, spreadsheets, or videos: the extracted text is available to the assistant.

When an AI flow lets you choose its context, click Use files as context to pin exactly the files that matter for that request; they are sent along with your prompt.

Because artifacts are shared with the AI, avoid attaching sensitive or confidential material unless your organization’s policy allows it.

Artifacts and Documentation

Artifacts work hand in hand with process documentation: attach forms, checklists, or guidelines to the relevant section so process participants find everything they need in one place. Together with roles & RACI, artifacts help make your documented processes complete and useful.

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