Meet our AI-powered Automated Submission Handler Ash. Designed to help streamline and enhance the evaluation of submissions. We want to be as transparent as possible about how this works and how this can be useful to use. It's important to note is that this tool is not designed to review the quality of each submission, rather to identify some of the factual characteristics you may or may not be looking for in a submission. It's also important to note that this tool is optional and needs to be toggled 'on' in the settings in order for this to work. To setup AI Review, see more info here.
Why is Ash useful?
Let's say you are a publisher and only publish works of non-fiction. Your guidelines may state that you only accept works of non-fiction however a creator may still send you a fictional piece of work. Ash will scan the guidelines and the attached submission and identify that this as a work of fiction by giving a summary description in the review section, auto-assigning an appropriate tag and a score based on the prompts setup in the settings. This early identification will therefore flag to the user that they may not want to spend valuable time reviewing a submission that does not comply with their guidelines. It's important to note that this is not a reflection on the quality of the submission itself and there is still always the option to review this submission, however the user may want to reallocate this time to spend on other submissions that may be more suitable and comply with their guidelines.
Another example might be that a casting director is specifically looking for a female with blonde hair, between the ages of 30-35 below 160cm in height. Ash could pick up these factual points from the form fields, automatically assign the relevant tags and increase the score to reflect these required characteristics. Upon reviewing a number of collected submissions, this submission may be prioritised as it ticks the boxes of what the reviewer is looking for.
How the Ash works
Once a file is submitted, Ash processes and analyses it using the predefined prompts and submission-type criteria to generate an assessment. It will review the submitted attachment files and any accompanying form data. The system follows a structured workflow to process each submission:
Step 1: Retrieving Files
All submitted files are retrieved for analysis.
Step 2: Converting Files to Text
Files are converted into plain text format for easier analysis.
Only the first 5,000 characters of a file are analysed.
Step 3: Analysis and summary
The system analyses and adds a summary in line with any specific instructions in the settings
Step 4: Adds Tags and Score
If users have specified additional instructions in their settings such as adding tags or a score, the system takes these into account during the analysis and auto-assign
How does Ash handle form data?
As well as analysing any available file attachments, Ash will also scan all the form fields.
Ash will scan:
The form name
Form data
File text
Analysis instructions
These inputs are used in conjunction with the setup prompts to generate meaningful insights.
There is no limit to the number of fields in the form data.
Why did I get an error?
If an error occurs during processing, the system generates a notification. Common errors include:
The submission form is too large to process.
The AI tool is temporarily unavailable.
If an error is encountered, the system adds a comment to the submission explaining why it could not be analysed.
Where do I see the Ash Analysis?
To see the Ash analysis, select a submission and head to the Discuss tab
For successful submissions:
Ash will provide some short feedback based on the analysis.
It may suggest follow-up actions, which are recorded for further review.
If applicable, tag(s) may have been added to the submission
If applicable, a score may have been added to the submission.
For failed submissions:
Ash generates a detailed comment explaining the issue.
This information is logged to ensure transparency.
Which file formats are scanned by Ash?
As well as the form fields, AI Review will also scan any applicable attachments. The system supports the following file types:
Text files (
.txt)JSON and JSONL files (
.json,.jsonl)Word documents (
.doc,.docx)PDF files (
.pdf)CSV files (
.csv)