Meet our AI-powered Automated Submissions Handler Ash. Designed to help streamline and enhance the evaluation of submissions, setting this up correctly is essential to ensure accurate and meaningful analysis of submissions. To learn more about how this feature works and how to utilise it, see here. This tool is optional and needs to be toggled 'on' in the settings and specific guidelines (or prompts) need to be given in order for it to work effectively. To setup ASH, see the points below:
How to Ash
Step 1: Access the Review Section
Navigate to the Projects in your Organisation Settings or dashboard.
Select the desired project.
Click on the Review section.
Step 2: Toggle the different options
There are several toggles that can be enabled here. Switching these on will turn on the Ash for any submissions that are submitted through this project. The second option is to rescan when any updates are made to a submission such as if additional materials are added.
Review submissions when the form is submitted
Review submissions when the form is updated
There is also the option to automatically add a score to submission. This can be toggled on here.
How to Setup Guidelines
Assessing creative submissions with AI requires a mix of objective and subjective criteria. Since creativity is nuanced, the AI should focus on measurable aspects while allowing flexibility for interpretation. You should therefore setup your AI guidelines with clear and precise instructions to evaluate content effectively.
What Are Review Guidelines?
Ash relies on predefined instructions to assess submissions based on specific criteria. These guidelines help Ash determine a whole range of topics such as:
• Keywords: Important words or phrases the submission should contain.
• Themes: Topics or concepts the content should align with.
• Word Count: Minimum or maximum limits for submission length.
• Genres: Categories the submission may fall under (e.g., fiction, technical report, academic research).
• Scoring Criteria: Factors that contribute to the overall score out of 100.
• Tagging Rules: How the AI should assign relevant existing tags.
Best Practices for Writing Review Guidelines
1. Be Clear and Specific
The AI works best when given precise instructions. Instead of saying:
🚫 “Check for good writing.”
✅ Say: “Check for clear sentence structure, correct grammar, and logical flow of ideas.”
2. Define Criteria Clearly
Break down into clearly defined topics:
• Grammar & Clarity: Minimal grammar mistakes, clear wording.
• Relevance to Theme: Strong alignment with the required theme.
• Keyword Usage: Includes at least five key terms from a predefined list.
• Word Count: Falls within the required length.
3. Provide Examples of Keywords and Themes
Help Ash by listing expected keywords and themes. Example:
For a business proposal submission:
• Keywords: market research, revenue model, competitive analysis, financial projections.
• Themes: business development, investor pitch, startup growth strategies.
4. Ensure Tagging is Logical
Ash can auto-select existing tags based on content. To improve accuracy:
• Customise which existing submission tags can be used by Ash.
• Provide conditions for when a tag should be applied. E.g “Apply the ‘Science Fiction’ tag if the story contains futuristic technology, space exploration, or AI characters.”
5. Set Rules for Handling Ambiguity
Help the Ash decide what to do in unclear situations:
• If a submission is missing required keywords, analyse the content and flag this in the summary.
• If the submission does not fit any tags, do not assign one instead of guessing.
6. Keep It Concise and Structured
Use bullet points and numbered lists so Ash can easily process the rules. Avoid overly long or vague descriptions.
By following these best practices, you ensure that Ash provides accurate scores, meaningful feedback, and appropriate tags, making the submission review process smooth and effective.