AI Parsing Setup

This article explains how administrators can request and configure the AI Parsing feature for their Faculty Success institution. AI Parsing allows faculty to upload documents or paste text and have their academic activities automatically extracted and mapped into Faculty Success, reducing the time faculty spend on manual data entry. This article is intended for Faculty Success administrators.

Note: AI Parsing is available exclusively in the New Faculty Experience. Faculty using the New Faculty Experience will see the Add with AI button when entering activities.

Prerequisites

Before requesting AI Parsing for your institution, confirm the following:

• You have administrator access to Faculty Success, including access to Work Requests.
• You have reviewed the two deployment options in the Choosing a Security Role Deployment Option section of this article and are ready to specify your preferred option in your Work Request.

How to Enable AI Parsing

Enabling AI Parsing for your institution is a two-step process: first, contact your Client Success Manager (CSM) to request access. After access is confirmed with your CSM, submit a Work Request through Faculty Success to complete setup.

Step 1: Contact Your Client Success Manager

Reach out to your Client Success Manager to request the AI Parsing feature for your Faculty Success instance. Your CSM will review your request and, once approved, will provide confirmation that you are ready to proceed with the Work Request.

Step 2: Submit a Work Request

Once your CSM has confirmed approval, submit a Work Request in Faculty Success to enable AI Parsing for your institution. To submit the request:

1. Navigate to Work Requests in Faculty Success.
2. Create a new General Work Request with the title Enable AI Parsing.
3. In your request, specify which security role deployment option you would like to use. Review the Choosing a Security Role Deployment Option section below before submitting to ensure you select the option that best fits your institution's needs.
4. If you are selecting the standalone security role option and would like a one-time bulk deployment, attach a CSV file to the Work Request with a single column labeled Username listing the accounts to be granted access. A template CSV file is attached to this article for your convenience.

Note: AI Parsing is enabled at both the institution level and the user level. The Work Request enables the feature for your institution and users simultaneously, based on your rollout preference for security roles covered in the next section.

Choosing your Security Role Deployment

As part of your Work Request, you will need to specify how you want AI Parsing access deployed to your faculty. There are two recommended options.

Option 1: Add the Permission to the Existing Faculty Security Role

This option adds the AI Data Entry permission directly to the default Faculty security role (a self-scoped role). Because this role is already assigned to faculty who track their own activities, enabling this option immediately grants AI Parsing access to all users on that role. No further action is required on a per-user basis.

This option is well suited for institutions that want to make AI Parsing available to all faculty at once. For guidance on working with the Faculty security role, see Security Roles Overview.

Option 2: Create a Standalone Security Role

This option creates a new, self-scoped security role that includes only the AI Data Entry permission. Administrators can then assign this role manually to specific user accounts, allowing you to control which faculty have access to AI Parsing independently of their other role assignments.

This option is well suited for institutions that want to roll out AI Parsing to a subset of faculty first, or that prefer to manage access on an individual basis. For guidance on creating and managing standalone security roles, see Common Additional Security Roles.

If you would like the Watermark team to perform a one-time bulk deployment of this role to a specified list of users, attach a CSV file to your Work Request. The CSV must contain a single column with the header Username, with one username per row corresponding to each account that should receive access. A template CSV file is attached to this article.

AI Parsing Access Scope

AI Parsing is limited to adding activities to the profile of the user who is currently logged in. A user may not use AI Parsing to add records on behalf of another user. This applies regardless of whether a user has access to Manage Data or other administrative tools.

What Happens Next

Once the Watermark team has processed your Work Request, AI Parsing will be enabled for your institution and the security role configuration you specified will be in place. Faculty with the AI Data Entry permission will see the Add with AI button when adding new activities in the New Faculty Experience.

For a guide on how to use AI Parsing to add activities, see Entering New Activities with AI Parsing.