Submitting and managing use cases

Executives and operators are responsible for submitting and managing use cases in CoI. Once an admin assigns them access, they can navigate three main sections of the platform:

• AI CoE dashboard: View aggregated use case activity and progress.

• Opportunities: Browse and monitor identified opportunities.

• Create new use case/opportunity: Start building a new use case submission.

Create a new use case/opportunity

• To submit a new idea, navigate to the ‘Create New Use Case/Opportunity’ page by clicking the third icon in the left sidebar. This interface enables users to enter operational challenges, inefficiencies, or opportunities for automation.

• Start by writing a clear and concise summary of the challenge, opportunity, or manual process in the ‘Describe your use case’ field.

• Then, select the appropriate values from the following dropdowns, based on the labels and presets defined during company setup:

  • Department: Select the relevant department (e.g., Finance, HR) from the dropdown. These are preconfigured by the admin during company setup.

  • Business unit: Choose the applicable function or team under the selected department (e.g., accounts payable, talent acquisition).

  • Use case priority: Define the importance level: High, medium, or low.

  • G&O mapping: Select the strategic alignment: Grow, Optimize, or Innovate.

• Once the use case details are filled in, users can click on the ‘Improve Use Case’ button. This enhances the quality of the entered prompt by correcting errors or rephrasing unclear inputs for better clarity and effectiveness.

• After providing the necessary information, click ‘Build Use Case’ to generate the use case.

On this page, you can also view the recently created or imported use cases under the “Recent Use Case/Imports” section, helping users revisit or continue previous submissions.

Share the use case builder

• To share the use case builder with others, click the ‘Share’ button at the top right of the “Create New Use Case/Opportunity” screen. This opens the “Share Use Case Builder” pop-up, which provides options to invite team members.

• Enter the email address of the person you want to invite in the input field provided. After entering the email, press Enter to send the invitation.

• Then choose the sharing scope:

  • Public: Anyone with the link can access

  • Private: Only those invited with the link can access. Please note that the invited person must be a ZBrain user or have the necessary credentials to sign in to CoI.

• Use ‘Copy Link’ to generate a shareable URL.

• Click ‘Done’ once your sharing preferences are set.

Use case discovery

After clicking ‘Build Use Case’ in the previous step, users are directed to the ‘Use Case Discovery’ page. This screen presents two key sections:

1. Prompt view and interaction

The left panel shows:

• The original prompt entered by the user.

• A system-generated follow-up question (if applicable).

• An input field where users can continue the conversation or add more context.

• A ‘+’ button to upload a file (PDF, text, etc.) to guide AI responses based on document context. Once uploaded, the platform uses the file content to enhance the discovery report.

2. Use case discovery report

The right panel displays the structured use case discovery report, automatically generated based on the prompt and any uploaded documents. The report includes:

• Executive summary

• Use case definition and scope

  • Problem/opportunity statement

  • Proposed solution concept

  • Primary objectives

  • Scope

• Strategic alignment & business impact

• Feasibility, risks, cost breakdowns

• Key success metrics and proposed roadmap

If a new prompt is submitted, the LLM updates the report's content based on the new input. The report will visibly reflect these changes, with the tag "(UPDATED)” next to modified sections.

Users can click the pen icon at the top bar to edit the report. Two controls, Undo and Redo, allow users to easily manage revisions.

How to collaborate on a use case

To invite someone to co-edit the use case:

• Click the ‘Collaborate’ icon on the top bar near the ‘Share’ button.

• In the dropdown, select ‘+ Add Collaborator’.

• Enter the email of the person you want to invite.

Note: You can invite collaborators only if they have been granted ‘Operator’ access in your company workspace.

How to share the discovery report

To share the discovery report externally, click the ‘Share’ button at the top right to generate a public link. With this, one cannot edit the content; they can only view a read-only preview of the report.

How to manage the use case status

At the top of the left panel, click the three-dot menu to manage the use case status. You will see three options:

• Move to under review: Mark the use case as ready for evaluation by reviewers or approvers.

• Rebuild: Regenerate the discovery report based on the original or updated input.

• Delete: Permanently remove the use case.

All new use cases are saved as ‘Draft’ by default. To move them forward, users must manually change the status using the menu options.