Recording Shadow AI

Record the AI tools people already use for a Work Center so the map reflects reality, not policy.

For: Anyone can read; recording needs the Hire Coworkers ability or admin · Last updated

The map reflects reality, not policy. If a team already routes work through personal AI accounts, that Work Center's intelligence is being reduced today, unmapped, unsupervised and outside your boundary. Recording it is the first step to bringing it inside, usually straight onto the opportunity list.

What you see on the map#

At the bottom of the Intelligence Map, the Shadow AI section lists every usage that has been recorded. Each entry shows the tool and its Work Center, then how many people (when given), the description and the date it was recorded. Its exposure appears on the right as Low exposure, Medium exposure or High exposure. With nothing recorded, the section says "No shadow AI usage has been recorded." Everyone who is signed in can read this list.

Record a usage#

You need the hire_coworkers or admin ability.

  1. In the Shadow AI section, open the menu that starts with Choose a Work Center… and pick the Work Center the usage belongs to.
  2. Select Record shadow AI. It stays unavailable until you pick a Work Center.
  3. Fill in the form, headed Record shadow AI on followed by the Work Center's name:
    • What tool, and where? Required. For example, personal ChatGPT accounts in Client Services.
    • What are people using it for? Required. For example, uploading client emails to draft responses.
    • How many people (optional). A number, zero or more.
    • Severity. Choose Low exposure, Medium exposure or High exposure. Medium is selected to begin with.
  4. Select Record shadow AI to save. You return to the map and the entry appears in the list.

Cancel returns to the map without saving.