Getting started with FormulAI

Enterprise Agent Platform — Build, run, and manage AI workflows with human-in-the-loop approval.

Table of Contents

1. Roles
2. First Steps
3. Core Workflows
4. Page Guide
5. Tips & Tricks
6. Troubleshooting

Roles

Your administrator assigns roles. Within a workspace, members also hold a workspace role (viewer, member, admin or owner) that controls what they can see and change there.

First Steps

1. Log In

• Sign in with the account your administrator created for you. FormulAI ships with no default account or password.
• On a new installation, the first administrator is created when the deployment is configured: the person installing supplies an admin email and a pre-hashed password as deployment secrets. Alternatively, choose Create your account on the sign-in page to register a user, which creates a workspace for that user.
• Never write passwords in documents or chat.
• After login, you’ll land on the Home page (Templates)

2. Navigate the Sidebar

The left sidebar provides access to all major sections:

3. Switch Language / Theme

• Language: Click “RO” in the header → switch to “EN”
• Theme: Click “Indigo” in the header → choose from 20+ color themes

Core Workflows

Workflow 1: Create a Use Case

A Use Case defines an AI task (e.g., “Summarize legal document”).

1. Go to Use Cases → click “Create Use Case”
2. Fill in:
   • Name and Description
   • System Prompt (instructions for the AI)
   • Model (select from configured models)
   • Tools (optional: API calls, scripts)
   • Input/Output schema (JSON structure)
   • Approval mode (auto, manual, or conditional)
3. Click Save → the use case is ready to run

Workflow 2: Run a Use Case

1. Go to Use Cases → find your use case
2. Click “Run” → fill in input parameters
3. The run appears in Runs with status: pending → running → completed/failed
4. Click the run ID to view Run Detail:
   • Inputs and outputs
   • Step-by-step replay (click “Show replay”)
   • Generated document link (if applicable)

Workflow 3: Approve a Document

1. Go to Reviews → switch to “Documents” tab
2. Find the document awaiting approval
3. Review the content → click “Approve” or “Reject”
4. Approved documents appear in Documents with “approved” status

Workflow 4: Build a Workflow

A Workflow chains multiple steps together (e.g., ingest → transform → approve → export).

1. Go to Workflows → click “Create Workflow”
2. Add steps:
   • Run Use Case — execute an existing use case
   • Wait for Approval — pause until human approves
   • Condition — branch based on output values
3. Set trigger (manual, schedule, or event)
4. Save and run the workflow

Workflow 5: Search Run History

1. Go to History
2. Enter search terms (matches run inputs, outputs, status)
3. Results show:
   • Run ID (clickable → Run Detail)
   • Status badge
   • Output preview
   • “Summarise” button (AI-generated summary)
   • “Export” button (download run bundle)

Workflow 6: Manage Memory (Knowledge Base)

1. Go to Memory
2. Memory entries: persistent knowledge snippets
   • Create new entries with content + metadata
   • Edit existing entries
   • Delete outdated entries
3. Embedding Workbench: test semantic search
   • Enter a query → see which entries match
   • Adjust embedding parameters

Page Guide

Admin Section (Admin only)

Note: Metrics like latency and cost require the backend to collect model call data. If you see zeros, run some use cases first.

Settings Section

Tips & Tricks

Keyboard Shortcuts

• Escape: Close any modal dialog or dropdown
• Tab: Navigate between interactive elements
• Enter/Space: Activate buttons and links

Quick Actions

• Retry a failed run: Go to Runs → click the failed run → click “Retry”
• Export a document: Go to Documents → open the document → click format buttons (PDF, DOCX, etc.)
• View run timeline: Open Run Detail → click “Show replay” to see step-by-step execution

Mobile

• Tap the hamburger menu (☰) in the header to toggle the sidebar
• The sidebar closes automatically when you tap outside it
• All pages are responsive down to 375px width

Performance

• The History page uses full-text search across all runs — use it for deep investigation
• The Runs page shows recent runs only — use it for quick actions
• Embedding search in Memory is vector-based — phrase queries naturally

Troubleshooting

“No runs found”

• Runs are created when you execute a Use Case. Go to Use Cases → click “Run” on any use case.

“Avg Latency: 0ms” or “Est. Monthly Cost: $0.00”

• These metrics require model call data. The backend collects this when runs execute. Run a few use cases and refresh.

AI buttons disabled in Document Editor

• If the document status is “exported” or “approved”, editing is locked. Hover over the disabled button for details.

“No provider data available”

• Provider health metrics are collected during run execution. Configure models in Admin → Models and run a use case.

Language not switching

• The language preference is stored in localStorage. Try clearing cache or switching via the “RO” button in the header.

Can’t see the Admin section

• The Admin section is only visible to Admins. Contact your workspace admin to elevate your role.

Need More Help?

• Ask your workspace administrator, or email hello@phron.tech.

FormulAI — Enterprise Agent Platform